Office Assistant I/II Temporary Part-Time - City of Davis

This recruitment is to provide temporary help for the City of Davis Human Resources Department and is expected to be filled at the Office Assistant II level.  We are currently looking for someone to be able to work approximately 15-20 hours per week for at least 2-3 months.  Potential for additional need beyond 3 months.  The exact schedule can be flexible regarding days of week and work times within our standard business hours of 8-5, M-F.  

Individuals with an interest or any experience in human resources or working in a confidential capacity are especially encouraged to apply.  

OFFICE ASSISTANT I/II/III

DEFINITION

Under immediate supervision (Office Assistant I), general supervision (Office Assistant II), or direction (Office Assistant III), performs a variety of clerical and administrative duties in support of an assigned functional area; serves at the front counter and on the phone, answers inquiries, and responds to complaints from the public; reviews and routes mail and phone calls to appropriate staff; processes invoices, purchase orders, billings, time sheets, and office supply orders; collects fees and payments from the public; provides information and assistance to the general public; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate supervision (Office Assistant I), general supervision (Office Assistant II), or direction (Office Assistant III) from assigned supervisory or management personnel. Exercises no direct supervision over regular staff.  Some positions exercise technical and functional direction over, and provide training to, less experienced staff.

CLASS CHARACTERISTICS

Office Assistant I: This is the entry-level classification in the Office Assistant series. Initially under close supervision, incumbents learn and perform routine basic administrative and office support duties. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Office Assistant II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Office Assistant II: This is the fully qualified journey-level classification in the Office Assistant series. Positions at this level are distinguished from the Office Assistant I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative.  Positions at this level 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. May provide training and guidance to less experienced staff.  This class is distinguished from the Office Assistant III in that the latter consistently performs the more complex duties assigned to the series.

Office Assistant III:  This is the advanced-level classification in the Office Assistant series responsible for performing the most complex work assigned to the series. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties and proactively resolve minor administrative issues as they arise without requiring assistance. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. The most complex work product may be reviewed upon completion for adherence to policy and requirements.  Trains and provides guidance to less experienced staff.

Positions in the Office Assistant class series are flexibly staffed; positions at the Office Assistant II level are normally filled by advancement from the Office Assistant I level; progression to the Office Assistant II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the Office Assistant II level.

In addition, positions at the Office Assistant III level are normally filled by advancement from the Office Assistant II level; contingent upon factors i-iv outlined above, as well as approved funding available for Office Assistant III.   Number of positions available at this level may be limited.