OPERATIONS ASSISTANT

Responsibilities

DISTINGUISING FEATURES OF THE CLASS: This is para-professional and advanced clerical work performed in support of the operations of a department or work unit.  Tasks are designed to facilitate operations by freeing higher level employees from routine administrative and clerical detail.  Employees in this class perform a wide variety of routine administrative, advanced clerical and data entry duties while working with staff, customers, clients and the community.  This position differs from lower-level clerical titles by being a lead assistant in coordinating tasks of lower-level workers and/or performing complex operations independently involving office-wide operations.  Work performed is under the general supervision of an administrator of higher rank with some leeway provided for the exercise of independent judgment.  Supervision may be exercised over a small number of clerical assistants.  Does related work as required.

TYPICAL WORK ACTIVITIES:

Receives inquiries for employment or assistance, reviews applications, screens walk-in applicants for eligibility;

Coordinates customer service schedules per prescribed procedures;

Advises field employees of customer needs through a variety of communications such as email, telephone and radio;

Assists agency personnel in resolving problems and issues that arise through day-to-day operations;

Assists in research and investigatory matters by gathering information from files and other resources;

Prepares reports of program usage and other information, either manually or by use of a computer application program;

Answers telephone, gives routine information to the public;

Acts as information clerk where a general knowledge of personnel, organization, department activities and established practices are involved;

Audits bills, claims, time sheets, reports and payroll submissions for accuracy and completeness;

Performs general office duties, including data entry/keyboarding, handling general correspondence and filing;

Prepares, copies, and distributes bulletins, notices and other announcements as required;

Prepares requisitions for and maintains supplies for the office or department;

Distributes mail and supplies to staff;

Assists in proofreading typewritten and printed material;

Reviews reports and other documents for completeness, accuracy and conformity with established procedure;

May handle petty cash accounts;

May collect fees and account for monies received;

May assign work, review and record work done, and instruct new employees in the specialized clerical/operations work of a unit.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of office terminology, procedures and equipment; good knowledge of departmental and divisional policy and operations; ability to meet and deal with staff, customers, clients and the community effectively; ability to use a computer and other office machines; ability to use and prepare written reports, charts and tabular data; ability to follow moderately complex oral and written instructions; ability to write legibly; ability to handle routine details independently; clerical aptitude; good judgment; accuracy; tact and courtesy; physical condition commensurate with the demands of the position.

Minimum Qualification

Open Competitive – Graduation from high school or possession of a high school equivalency diploma and:

1. Two (2) years of clerical experience involving customer service; OR
2. Completion of an Associate’s degree or a two-year business college program in a secretarial science or business administration; OR
3. Completion of 60 semester credit hours with a concentration in business administration or secretarial science; OR
4. An equivalent combination of training and experience as defined by the limits of A, B & C above.

Salary: 20.34/hour

To Apply

To apply, please visit www.chqgov.com and click the employment link, which will bring you to the list of available titles.