Office Assistant Senior

JOB SUMMARY:

Under direction, maintains records and files in an information system by typing coded commands on a computer to electronically enter, store, retrieve, manipulate and reproduce information; may perform the following tasks depending upon the assigned department; performs related duties as assigned.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Proofreads printout of draft copy to correct errors and verify format specifications.

Monitors personal computer and/or word processor for error messages, processing failures or faulty output.

Confers with source document originators to clarify instruction, such as paragraphing, indentation, line spacing and other style requirements.

Operates personal computer and/or word processor to compile data to produce business, legal or technical reports and publications.

Types a variety of materials, including letters, reports, forms and other correspondence.

Updates and corrects information on records and forms.

Receives incoming telephone calls; answers questions appropriate to skill level; relays messages to appropriate individual or departments.

Answers inquiries of employees, departments, and the public regarding departmental policies and procedures.

Makes duplicate copies of reports and/or information which is then routed to proper persons, departments and/or filed.

Separates, sorts and stuffs envelopes for mailing or distribution.

Files records and reports and posts information.

Operates standard office equipment such as typewriters, personal computers, word processors, facsimile machines, copiers, calculators and adding machines.

QUALIFICATIONS

Required Education and Experience

• High school diploma or GED equivalent
• Minimum of one (1) year or more of office clerical work experience

Preferred Education and Experience

• Associate's Degree or higher from an accredited college or university
• Three (3) or more years of office clerical, bookkeeping or accounting related work experience.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review (Financial/Electronic Medical Records, Court Case Management and others

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
• Assigning, prioritizing, monitoring, and reviewing work assignments

Ability to:

• Provide excellent customer service to both internal and external customers with tact and courtesy
• Effectively speak, write and understand the English language
• Speak and understand a language other than English is preferred
• Understand and carry out oral and written directions
• Meet schedules and deadlines of the work
• Accurately organize and maintain paper documents and electronic files
• Work independently
• Maintain the confidentiality of information and professional boundaries
• Perform moderate level clerical/administrative related duties with a high degree of accuracy
• Lead and train staff and coworkers
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance
• Handle, process and