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The County of DuPage
Wheaton, Illinois

Job Details for 1004 - Office Assistant

Job Description

FLSA STATUS:    Non-Exempt
GRADE:    108

POSITION SUMMARY
Under general supervision; performs work of routine difficulty in providing clerical and administrative support to a department; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
Position performs well defined, semi-routine functions with supervision and requires basic technical knowledge of the department or area of assignment; ability to effectively work with others to obtain cooperation and facilitate understanding in others; resources to do the job require reliance on past practices and technical knowledge of department policy; interpretation frequently requires research; work involves a variety of situations and tasks.  General supervision is received from assigned supervisory personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

•    Performs various routine clerical duties, e.g. (utilizing standard office equipment, to include: screening incoming calls, taking and transmitting messages, maintaining calendars, keyboarding information into databases, making photocopies, performing data entry, faxing documents, typing, and word processing)
•    Acts as a counter clerk or receptionist, receiving individuals and, or directing them to the proper location
•    Receives and issues documents
•    Composes original form letters
•    Receives, sorts, distributes and reviews mail independently attaching relevant file(s) and responding to basic mail requests either verbally or in writing
•    Files documents alphabetically, numerically, or by other prescribed methods
•    Provides and interprets information regarding department policies, procedures and programs to employees and/or the public
•    Supervises or checks, and examines and reviews the receiving and processing of applications and other standard forms
•    Receives and resolves complaints in accordance with department policy, practices and procedures
•    Compiles data for special studies, annual reports and other purposes using prescribed sources
•    Prepares complex work sheets and tables and makes mathematical and basic statistical computations
•    Utilizes a variety of word processing, spreadsheet and communication packages
•    Prepares documents for scanning, indexes documents and forms, and scan documents
•    Accepts payments, issues receipts, and manages a cash drawer
•    Serves as a secretary on project committees including preparation of agenda, etc.
•    Identifies and resolves discrepancies in accordance with department standards
•    Orders supplies for a department
•    Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
•    Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
•    Depending on assignment may maintain required emergency management training, licensure and/or certifications.
•    Performs related duties as required or assigned within job classification.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
•    Current office practices, procedures, and equipment
•    Grammar, punctuation, spelling, and arithmetic
•    Department and County and department policies and procedures
•    Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
•    Using computer hardware and software including work processing, spreadsheets, databases, email, etc.
•    Typing accurately from plain copy or rough draft
•    Performing responsible clerical duties
•    Performing numerical calculations, obtain totals and balances and verify information
•    Typing and transcribing dictation
•    Verbal and/or written communications
•    Dealing effectively with others
•    Applying an acquired knowledge of procedures, rules, regulations, and services of office to which assigned

Ability to:
•    Effectively communicate with the public in a professional manner
•    Maintain composure and professionalism during challenging, demanding or tense situations with the public
•    Multitask responsibilities and set priorities
•    Ability to complete tasks in Microsoft Office suite products
•    Use computer hardware and software including work processing, spreadsheets, databases, email, etc.
•    Manage projects and multiple priorities simultaneously
•    Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
•    Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
•    Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
•    Interpret department policies
•    Convey excellent oral and written communication
•    Work effectively under stress
•    Maintain confidentiality

SUPERVISORY RESPONSIBILITIES
None.

EDUCATION and/or EXPERIENCE
Completion of a High School Diploma or General Equivalency Diploma equivalent and two years of experience in general office work which required skilled typing; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

PHYSICAL REQUIREMENTS
The physical demands described here 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 functions.

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.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work will occur in an office and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
None.