ATTACHMENT A / EXHIBIT B

CITY OF SUNNYVALE

OFFICE ASSISTANT-CONFIDENTIAL

DEFINITION

Under supervision, perform general typing and clerical work; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

Positions in this classification are characterized by a high level of structure with little deviation from a predetermined job routine; contacts are primarily with the department assigned on routine matters or occasional contacts with other departments or the public where ordinary courtesy and tact are needed.  There is only occasional contact with confidential data where disclosure would probably have little effect, and the level of responsibility is such that errors are usually discovered in succeeding operations where most of the work is verified or checked and is normally confined to a single department or phase of City activity.

The Office Assistant is the first level in the Office Assistant series which requires typing and clerical experience.  Employees in the class of Office Assistant are expected to exercise judgment in interpreting and applying standard office practices and procedures in completing assignments.  The typing requires speed and accuracy; the filing is of complex materials; and the operation of standard office appliances may include the use of calculators, computer terminals, and word processing equipment.  In determining level in this series, the character of the clerical functions and the nature of the contacts in the position tend to be more significant than the operation of a particular type of equipment.

ESSENTIAL FUNCTIONS

• Types letters and other materials.
• Types materials from rough drafts, marginal notes or verbal instructions and proofreads.
• Maintains files where discretion may be involved in assigning items to their proper location.
• Prepares files for microfilming.
• Posts information from standardized media to control records.
• Computes and extends figures.
• Checks forms, records, reports and other materials for accuracy, completeness and confirmation with established procedures.
• Maintains office supplies.
• Answers inquiries and gives out information concerning standards, procedures and programs.
• Operates standard office equipment, i.e. typewriter, copier, calculator, cash register, computer terminal and word processing equipment.
• Prepares data for computer input and checks output.
• Searches records to obtain information.
• Prepares requisitions and partial receiving reports.

OTHER FUNCTIONS

• May operate communications radio, paging system or blueprinting machine.
• May direct part-time workers in routine tasks.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

Education & Experience:

Any combination of:

1.       Education and experience equivalent to graduation from high school including or supplemented by a course in typing and one year of responsible experience in clerical and typing work.

Note:  Specified positions in some departments may be required to take a typing test and demonstrate ability to type at a rate of 45 net words per minute.

Knowledge, Skills and Abilities:

Knowledge of: 

• proper English grammar, punctuation and spelling;
• alpha numeric filing and retrieval, systems; and
• office procedures and practices. 

Skill in: 

• operating a variety of office equipment including typewriter, calculator, computer terminal, word processor, personal computer, photocopier, facsimile machine and other standard office equipment; and
• providing excellent customer service to the public, citizens, and other City employees. 

Ability to:

• follow oral and written directions;
• work cooperatively with others;
• perform mathematical calculations at a high school level; organize own work space;
• maintain files;
• take constructive criticism;
• communicate effectively in person and by telephone;
• proofread;
• sort and categorize materials;
• follow policies and procedures, either oral or written;
• read and interpret forms;
• do clerical work involving the use of independent judgment and requiring speed and accuracy;
• work alone or in close proximity to others;
• walk, sit and stand over a long period of time or repetitively; and
• reach above shoulder height and use both hands.