Office Assistant / Senior Office Assistant (Part-Time)

This is a part-time position not to exceed 25 hours/week.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

The Office Assistant is the entry-level position in a four-tier administrative support series, while the Senior Office Assistant is the second level. Incumbents in the Office Assistant role perform a range of clerical tasks under close supervision, adhering to established guidelines and procedures. 

The Senior Office Assistant is distinguished from the Office Assistant by its responsibility for performing a wider variety of administrative support tasks involving greater independence with which assignments are performed. The Senior Office Assistant is distinguished from the Administrative Support Specialist, which is responsible for performing responsible clerical assignments requiring independent judgment.The following essential job functions are typical for this classification. Incumbents may not perform all of the listed job functions and/or may be required to perform additional or different job functions from those set forth below to address business needs and changing business practices. Management reserves the rights 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. 

• Perform general clerical tasks using standard office equipment, including photocopying, typing routine correspondence, and maintaining supply inventory.
• Receive, sort, and distribute correspondence, mail, materials, and supplies to appropriate individuals.
• Operate the postage machine, manage bulk mailings, and handle special board mailings.
• Set up and clean conference rooms for meetings.
• Handle duplication duties, including preparing and binding manuals, notebooks, and board packets, and operate print shop equipment.
• Maintain and order office supplies; distribute as necessary.
• Coordinate service calls with vendors and perform minor in-house repairs on District copiers.
• Assist with event tasks as needed.
• Manage job-related stress and maintain effective workplace interactions.
• Adhere to workplace safety rules and policies.
• Handle job stress effectively.
• Interact professionally with colleagues and stakeholders.
• Follow workplace safety rules and policies.
• Perform other duties of a similar nature or level as required.

Distinguishing Characteristics by Role (Illustrative Only):

Front Desk:

• Operate the District phone system for the Orange County Water District, directing calls to the appropriate staff.
• Provide general customer service, respond to inquiries, and offer information about the District.
• Maintain the District conference room calendar.

Copy Room:

• Operate business card production equipment and copy room machinery (including black and white/color printing, binding, cutting, and laminating) to fulfill staff orders.
• Maintain and order copy room supplies, distributing them as needed.

Assistant:

• Compile and organize data for reports, meeting minutes, and documentation.
• Provide customer service, respond to inquiries, and offer information about the District.
• Maintain files, records, spreadsheets, and databases.
• Assist with agenda preparation, distribution of materials, and drafting standard correspondence.
• Process work orders, invoices, requisitions, contracts, and other forms according to established guidelines.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Modern office procedures.
• Switchboard operations.
• Customer service principles.
• Inventory maintenance principles.

Ability and Skills in:

• Proficiency with computers and related software applications, including SharePoint, OneDrive, Laserfiche, and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Providing customer service.
• Scheduling and maintaining conference rooms.
• Ordering office supplies.
• Distributing a variety of documents to appropriate individuals.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

EDUCATION AND EXPERIENCE GUIDELINES
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: A High School Diploma or General Equivalency Degree is required. Additional college level course work in business administration, public administration, or a related field is desirable for the Senior Office Assistant.

Experience: 
Office Assistant: One year of related work or customer service experience. 

Senior Office Assistant: Three years of related work, secretarial, or customer service experience.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Standard office setting.

Physical: Positions in this class typically require reaching, grasping, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing: Hear in the normal audio range with or without correction.

DISASTER SERVICE WORKERS
All Orange County Water District employees are designated Disaster Service Workers through state law (California Government Code Section 3100-3109). Employees are required to complete all related training as assigned, and to return to work as ordered in the event of an emergency.

SCHEDULE:

This position is scheduled to work approximately 20-25 hours per week, Monday to Friday, between the hours of 8:00 a.m. – 4:00 p.m. Schedule will be determined based on the District’s operational needs.