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16 Jan 2024

Full-Time Office Assistant II – Floater – Internal Services

Clark County Human Resources – Posted by Clark County Human Resources Vancouver, Washington, United States

Job Description

Job Summary

This Office Assistant II will be a roving position, providing backup coverage to all areas of Internal Services to include Mailroom, Print Shop, Facilities Management, Parking, Records Management, and Property and Lease Management. Duties while working in these departments will include extensive customer service over the phone and in person. In addition, there will be work including processing requisitions and invoices, processing work requests, and special projects.

This position will be located in the Facilities Department when not helping elsewhere.

This position will be the primary contact for the Center for Community Health tenants. The general duties will be customer service including entering work orders; monitoring the Cnty Health General Services email account; ordering keys and access cards, checking keys in and out; processing ID card badges requests, maintaining conference room calendars and keeping staff apprised of upcoming maintenance work.

This position will also assist in the Mailroom and Print Shop when those Office Assistant incumbents are on vacation/sick/PTO or need additional support with large jobs. Duties in mailroom and print shop will include applying postage from a computer-based system, sorting and delivering mail and packages; printing, folding, sorting, binding, and working copy machinery.

The work environment and physical demands include but are not limited to working indoors and outdoors, driving a county vehicle, lifting up to 50 lbs., carrying up to 30 lbs., pushing a hand cart (up to 200 lbs.) and hand truck. There will be seasonal exposure to inclement weather and temperatures, and repetitive motions using printing and mailing equipment. Due to the sensitive nature of information this position may work with the position will require to be background checked, fingerprinted and CJIS compliant.

This position is represented and requires membership in Local 11 – OPEIU (Office and Professional Employees International Union, AFL-CIO).

 

 

Qualifications

Education and Experience:

 

Two years of experience, with limited task supervision, emphasizing or including intensive public contact, customer service, interpretation and explanation of regulations and involving general office work processes and use of modern office technology.

 

Ideal Office Assistant II candidates will have the following strengths:

  • Strong collaborative skills and interpersonal communication.
  • Experience working in a mail room environment desired.
  • Knowledge of shipping and mailing rates; familiarity with Intelligent mail barcode helpful.
  • Digital printing experience is highly desired.
  • Ability to leverage and implement continual process improvement methodologies.
  • Proficiency with Microsoft Office Outlook, Word, and Excel.
  • Knowledge of Workday Financial Management System desired.
  • Exceptional customer service skills.
  • Strong time-management and organizational skills.
  • Willingness and ability to work independently in a high-pressure environment with frequent interruptions and constantly changing priorities.
  • Effective problem-solving skills and ability to research data for customers.
  • Valid driver’s license required at time of hire.
  • Bilingual skills desired but not required.
  • Ability to lift to 50 pounds, including mail trays, archive boxes, and other office supplies & equipment as necessary.
  • Finalist will be required to successfully pass a criminal history background check including fingerprinting and CJIS.

 

Other combinations of education or experience, which would demonstrate the ability to perform the work, will be considered.

 

Knowledge of:  general office procedures and practices; clerical procedures used in performing the work; filing and record-keeping procedures; business English; PC computer applications.

 

Ability to:  have continuous customer contact is an element of this position; establish and maintain cooperative and effective working relationships; learn the department processes, services and functions; operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; work independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written instructions; develop and demonstrate effective customer service techniques; communicate effectively both orally and in written form.

 

Selection Process

 

Resume and other documents must be attached together in the ‘Resume Upload’ section of the application.  Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.

 

Application Review (Pass/ Fail) – An online application is required.  Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review.  Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

 

Practical Exam (Pass/Fail) – This recruitment may require a practical exam which will be job related and may include, but not limited to, the qualifications outlined in the job announcement.  Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

 

Oral Interview – The interview will be job related and may include, not limited to, the qualifications outlined in the job announcement.  Top candidate(s) will continue in the process.

 

Employment References will be conducted for the final candidates and may include verification of education.

 

It is general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.

 

 

Examples of Duties

Duties may include but are not limited to the following:

Provides information to the public or other employees by phone or in person to ensure compliance and an understanding of the agency rules, regulations, or functions; listens to questions and explains procedures according to agency guidelines or refers clients to appropriate source.

 

Greets visitors and directs them to the proper person or section; responds to routine inquires by phone or face to face; fulfills requests for publications or office supplies; makes necessary arrangements for travel and prepares travel vouchers for staff.

 

Performs counter work; receives and processes a variety of forms and applications, determines regulatory or procedural compliance; computes or verifies data, fees or payments; assists in the completion of forms or documents; and researches governing directives to answer questions and resolve routine problems encountered. Provides information and explains departmental procedures in response to questions raised by the public served.  Issues documents such as licenses, permits, registrations and receipts.

 

Uses computer software applications and equipment to prepare and complete forms, memos, reports, text and correspondence for managers or supervisors from rough draft, dictation equipment, handwritten copy or oral instruction. May use standard electronic typewriter for completion of forms.

 

Effectively operates complex equipment and office machinery which may include computer PC applications, printers, etc.; may serve as department liaison with service and vendor personnel when problems occur; reconciles routine problems by consulting technical manuals.

 

Maintains databases for tracking departmental/program information and produces complex reports from database as required and necessary; uses spreadsheets to track, analyze and report quantitative information.

 

Organizes and maintains subject matter files and records and retrieves information, files, documents and records as needed.  Assures that record disposition schedules are adhered to and that files are kept orderly and current.

 

Originates procedural correspondence such as letters of transmittal, routine notices, and responses to requests for information which are readily available by reference to office records.

 

Processes requisitions and vouchers received through departmental business transactions; places orders from requisitions and validates payments received.

 

Assists in specially assigned or periodic data searches to develop or recover information from standard and non-standard sources.  Assists in the compliance and evaluation of such data to meet defined objectives.

 

Orders, maintains and distributes stocks, supplies and inventories.  Conducts related price surveys when required.

 

Coordinates and organizes meetings, activities and functions.  Sets up rooms and equipment when required.

 

May work with the public, clients, other departmental personnel or staff of other businesses in order to interpret program procedures and guidelines, facilitate operations, or to assist in the training of staff.

 

Processes a variety of moderately difficult to complex paperwork including expense reports, petty cash requests, purchase orders, invoices, etc.

 

Assists in developing general office procedures and processes.

 

Performs related duties as required.

 

 

Salary Grade

Local 11.5

 

 

Salary Range

$21.76 – $28.28- per hour

 

For complete job announcement, application requirements, and to apply on-line (applications on external sites are not monitored), please visit our website at:

https://www.clark.wa.gov/human-resources/explore-careers-clark-county

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Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: Not Disclosed.

Job expires in 44 days.

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