DEFINITION
Under general supervision, provides a variety of office support activities including customer service, telephone and counter reception, document processing, record keeping, data entry and organization, cashiering, and filing; provides information and assistance to staff and the general public; and performs related work as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management staff. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS
Initially, under close supervision, incumbents learn and perform general office support work such as customer service at the front counter and over the phone, file and records maintenance, data entry, and screening phone calls, visitors, and mail, and directing questions to the appropriate staff. As experience is gained, assignments become more varied, complex, and difficult; and positions exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant in that the latter performs more advanced technical and specialized administrative support duties requiring additional training and/or experience and is typically assigned to provide administrative assistance in support of a division manager or department head.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Provides front-line customer service support by greeting customers at the front desk or by telephone.
Responds and provides information to customer inquiries and complaints or refers customers to other departments, agencies, and community groups, as appropriate; researches identifies potential causes, and provides recommendations for the resolution; and represents the Town to callers and visitors in a professional and customer-friendly manner.
Prepares, copies, collates, and distributes a variety of documents; ensures proper filing of copies in Town files.
Maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental policies and procedures in determining completeness of applications, records, and files.
Assembles information for the completion of forms or preparation of reports.
Receives and routes correspondence, mail, work orders, and related information and documents to appropriate staff.
Receives, processes, and assists in responding to general department emails and public records requests and other requests for information; organizes information; ensures compliance with legal and regulatory requirements.
Composes, types, formats, and proofreads a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and reports.
Performs a variety of office support duties such as maintaining websites; scheduling meetings, conferences, and trainings; coordinating food and logistics for meetings; and ordering and maintaining office and other related supplies.
Performs various accounting support work such as processing, reconciling, and verifying cash and monies received; and processing purchase orders, invoices, payment vouchers, check requests, and reimbursements.
Performs related duties as assigned.
