Office Assistant (Office Automation)

This position is closed.

Agency:

Occupation:

  • I understand this is a permanent, part-time position (32 hours per week). The number of work hours and work schedule will be based on the Refuge's needs and will be determined upon selection.
  • Organize a pending system to monitor completion of work requests, reports, correspondence, etc.
  • Add, retrieve, or remove information from paper files or records.
  • Ensure paper files are current and complete.
  • Maintain inventory of supplies or equipment.
  • Answer telephones and refer callers to appropriate staff.
  • Provide administrative support to other project staff and offices.
  • Provide information or guidance to the public about activities, area events, schedules, programs, services or resources in an atmosphere that receives a high volume of activity (e.g., visitor center, park, etc.) when required.
  • Serve as receptionist demonstrating professional customer service.
  • Purchase office supplies utilizing a credit card.
  • Process invoices for payment, keep accurate credit cards logs and complete credit card reconciliations.
  • Prepare acquisition requests for needed supplies, repairs, equipment, and services.
  • Receive, sort and distribute incoming mail.
  • Distribute outgoing mail.
  • Use of postage meters in mail management.
  • Complete property records for receiving and disposal.
  • Reconcile property records.
  • Use addition, subtraction, multiplication, and division, and compute percentages to perform basic calculations.
  • Process invoices for payment and keep accurate logs.
  • Prepare acquisition requests for needed supplies, repairs, equipment, and services.
  • Complete in-processing paperwork for new employees.
  • Utilize computer software to create tables, charts, and graphic presentations (i.e. Microsoft PowerPoint, etc.).
  • Utilize computer software to produce spreadsheets (i.e., Microsoft Excel, etc.).
  • Utilize computer software for word processing (i.e., WordPerfect, Microsoft Word, etc.) to produce correspondence, forms and reports.
  • Use communication software to send and retrieve electronic mail.
  • Input and retrieve data in a computerized system.
  • Maintain automated files and records for retrieval, reference and storage.
  • Input time and attendance reports into computerized system.
  • Operate a copy machine to produce copies of reports, correspondence and other documentation.
  • Operate a fax machine to send information to others when requested.
  • Prepare correspondence and reports from draft to final format.
  • Proofread letters or other documents and correct formatting, spelling, or typographical errors or inconsistencies.
  • Review correspondence, reports, and instructions for compliance with established standards.
  • Retrieve data for standard reports.
  • Enter data for standard reports.
  • Assemble information to prepare routine reports, meeting minutes, correspondence, etc.
  • Compose nontechnical correspondence using rough drafts, notes and oral instructions.
  • Verify the accuracy of data or information in a report or database following established procedures.
  • Ensure that outgoing correspondence has required enclosures and attachments.
  • Refer technical inquiries to supervisor or appropriate staff member.
  • Contact others orally to obtain information.
  • Greet and refer or provide assistance to visitors.
  • Respond orally to nontechnical questions and inquiries or requests for information.
  • Orally notify or remind others of pending actions.
  • Communicate and coordinate with others to accomplish work-related activities.
  • I have assured my resume/application contains all of the information listed under the Section titled: Required Resume/Application Information.