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State of Washington Classified Job Specification

OFFICE ASSISTANT 3

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OFFICE ASSISTANT 3
100J
Category: Administrative Services

Class Series Concept

See OFFICE ASSISTANT 1.

Definition

Under general supervision, independently perform a variety of complex clerical projects and assignments such as preparing reports, preparing, reviewing, verifying and processing fiscal documents and/or financial records, composing correspondence such as transmittals and responses to frequent requests for information, establishing manual or electronic recordkeeping/filing systems and/or data base files, and responding to inquiries requiring substantive knowledge of office/departmental policies and procedures.  Positions may perform specialized complex word processing tasks in a word processing unit or complex rapid data inquiry and/or entry functions.

Distinguishing Characteristics

Assignments and projects are of a complex nature.  Independent performance of complex clerical assignments requires substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment.  Problems are resolved by choosing from established procedures and/or devising work methods.  Guidance is available for new or unusual situations.  Deviation from established parameters requires approval.  Work is periodically reviewed to verify compliance with established policies and procedures. 

Positions typically provide work direction to lower level staff and may assist in training new staff. 

Typical Work

Resolves problems and responds to inquiries regarding rules, regulations, policies, department procedures, and department services; answers telephone; receives and refers visitors; 

Reviews documents, records, or applications for completeness, accuracy, and compliance with rules; determines and explains action necessary to achieve compliance or approval;  

Composes office correspondence such as requests for documentation and responses to requests for information; devises, evaluates and revises forms for internal use; 

Reviews and verifies fiscal reports for accuracy; investigates and corrects errors to ensure compliance with established procedures and policies; uses basic arithmetic to perform computations;  

Establishes and maintains complex electronic or manual file systems or data base files;  

Prepares or assists in the preparation, compilation, and coordination of reports and records such as financial, payroll, labor distribution, equipment usage, purchasing, inventory, personnel, scheduling, registration, and testing;  

Compiles and produces material such as financial statements, manuscripts, schedules, test materials, engineering/construction reports, and technical and statistical reports requiring specialized knowledge and judgment in selection and treatment of data and format; prepares, tables, charts and graphs as required;  

Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and data base files, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and data base software to develop and maintain records; uses basic statistical software packages; performs simple computer inquiry programming; uses graphics software and recommends appropriate display of information;  

Orders, receives and maintains inventory;  

May assist in studies, surveys and the preparation of reports by gathering and computing numerical information; draft for supervisor's review narrative interpretation of information to be included in reports; review reports for clarity and accuracy; refer questionable data or narrative to supervisor for clarification;

Performs other duties as required.

Legal Requirement(s)

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position. 

Desirable Qualifications

Positions typically require high school graduation or equivalent and two years of clerical experience.

Class Specification History

New class effective:  June 1, 2005; Office Assistant 3 (replaces 2222 Office Assistant III, 01011 Office Assistant Senior.) Housekeeping revisions: Revise definition; revise distinguishing characteristics; adopted July 10, 2008, effective July 11, 2008.Base salary adjustment adopted 6/13/2019, effective 7/1/2019; from range 31 to 34.

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