Office Assistant I

The Mobile County Personnel Board is currently accepting online applications for OFFICE ASSISTANT I (FT/PT/Supernumerary) on a continuous basis.

You may access the online job announcement and apply at the Mobile County Personnel Board Job Opportunities page.

This is routine clerical and office support work, such as typing, filing, records maintenance, cashiering, data entry, customer service, and the performance of basic bookkeeping operations.

KIND OF WORK:

This is routine clerical and office support work, such as typing, filing, records maintenance, cashiering, data entry, customer service, and the performance of basic bookkeeping operations.
 

EXAMPLES OF WORK:

(Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class.) 

Operates office machines, such as photocopiers and scanners, dispatch radios, facsimile machines, voice mail systems, personal computers, printing calculator, two-way radios, iPad, e-reader, typewriters, etc., in order to complete daily tasks.

Performs cashiering duties for receiving, receipting and recording fees, rents, taxes, tags, titles, permits, bills, fines and court costs, manually or using software programs.

Enters and verifies information, manually or using the computer, for accuracy of departmental statistics and public records, from both internal and external sources.

Assists customers or employees by providing requested information and addressing complaints by phone, electronically, or in person.

Maintains a variety of records and files, including licensing, clinical, legal, etc., manually or electronically, for proper documentation and accessibility.

Balances, maintains, and posts to registers, ledgers or journals, manually or by computer, for account accuracy.

Files invoices, vouchers, patient or tenant records, correspondence, court records or other materials, manually or using a records management system, for proper documentation and accessibility.

Types correspondence, financial and budget reports, medical forms, memoranda, warrants, contracts, requisitions, deeds or other documents, utilizing specialized software (e.g., Excel, Word, Access), for review, processing, or approval.

Reviews and researches files, records, and other documents in order to obtain information and respond to requests, complaints, inquiries, etc.

Computes bills, charges, taxes, court costs, rents, etc., manually or by computer, in order to maintain accounts.

Manages multi-line phones, direct calls, and take messages in order to maintain office productivity.

Makes bank deposits manually to ensure monies for the organization are placed appropriately.

Explains and interprets laws, ordinances and regulations by referring to work manuals, procedures, codes, etc., to subordinates or customers for clarity and understanding.

Addresses complex complaints and situations by following established organizational procedures while using tact, diplomacy, and conflict management methods.

Proofreads documents including legal, contracts, daily monitoring reports, bills, ordinances, minutes, etc., for spelling and grammar, manually or by computer, to ensure accuracy.

Prepares and compiles statistical data and detailed activity reports to document organizational processes.

Opens, sorts, logs, and routes both incoming mail and email, and prepares outgoing mail for processing.

Trains others within the department using manuals, shadowing, cross-training, and mentoring in order to encourage participation and teamwork, ensure coverage, and increase job efficiency.

Composes correspondence, reports, legal notices, court, medical or fiscal documents by ensuring proper spelling, grammar, and accuracy in order to promote communication.

Documents requisitions for inventory and checks invoices against purchase orders, manually or by utilizing the specified software system, in order to ensure all equipment is accounted for and status of work orders are updated.

Prepares summons, warrants, subpoenas or other documents following established guidelines to be delivered through certified mail or other means.

Schedules meetings, hearing dates and appointments, manually or using computer software (e.g. Excel, Outlook), to assist with planning and time management of various organizational activities.

Performs related work as required.
 

MINIMUM QUALIFICATION REQUIREMENTS:

Graduation from a standard senior high school or the successful completion of the General Educational Development (GED) test and preferably some clerical and public contact experience; or a combination of education and experience equivalent to these requirements.
 

ESSENTIAL REQUIREMENTS OF THE WORK:

Knowledge of principles and processes for providing customer and personal services.

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Knowledge of computers, the internet, and job related software programs, such as word processing, spreadsheets, and data base programs.

Knowledge of numerical and alphabetical filing processes.

Knowledge of office procedures, forms, and equipment.

Knowledge of basic arithmetic and the use of arithmetic formulas.

Skill in typing accurately at a rate of 32 net words per minute.

Skill in the effective use of office machines including fax machines, scanners, money counters, two-way radios, as well as personal and desktop computers.

Skill in actively looking for ways to help others.

Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Skill at balancing multiple tasks simultaneously.

Skill to manage one's own time and the time of others.

Ability to operate computers and job related software programs.

Ability to maintain confidentiality.

Ability to read and understand information and ideas presented in writing.

Ability to listen to and understand information and ideas presented through spoken words and sentences.

Ability to speak or communicate information and ideas so others will understand.

Ability to learn and retain information and procedures.

Ability to follow oral or written instructions.

Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Ability to attend to detail.

Ability to adapt to different situations.

Ability to work independently, without close supervision or direction.

Ability to maintain complex records and prepare reports, either manually or by computer.

Ability to research and analyze information to solve problems.

Ability to apply general rules to specific problems to produce answers that make sense.

Ability to interpret concepts to solve problems.

Ability to apply principles of math to make accurate and rapid computations with or without a calculator.

Ability to communicate information and ideas in writing so others will understand.

Ability to establish and maintain effective working relationships with public officials, other employees and the general public.

PHYSICAL REQUIREMENTS: 

Depending on the area of assignment, an employee may be required to have the ability to sit or stand for long periods of time.
 

SPECIAL REQUIREMENT:

Must have a valid Mobile County Personnel Board Keyboarding Proficiency Test score on file at a rate of 32 net words per minute or higher.
 

DISTINGUISHING FEATURES OF THE WORK:

An employee in this class is responsible for performing either specialized clerical duties or a wide variety of routine clerical tasks in an office environment.   Work is performed under the general supervision of an Office Assistant II or other designated supervisor and no supervision is exercised over others, although the employee may serve as a lead worker or train new workers.
 

WORKING TEST PERIOD (WTP):

6 Months