Office Associate IV
Facilities & Environmental Services

Full-Time, Pay Grade 8

The Office Associate IV for the Department of Facilities & Environmental Services performs complex clerical, administrative and technical work; duties may be varied, and require selection of appropriate actions among several alternatives. Does related work as required. Work is performed under general supervision. May supervise administrative support staff.  Essential functions include, and are not limited to the following:

• Responsible for a variety of routine administrative or semi-technical assignments.
• Collects, verifies scans, and enters unit/department-related information into various databases. Maintains databases and keeps information current.
• May provide part time visitors center coverage. Meets/greets/answers questions and provides information. May resolve difficult customer-related issues.
• Prepares a variety of documents for department including, but not limited to the annual fleet report). Formats, edits, updates and distributes as required. May prepare agendas and other documentation for meetings, including meeting minutes.
• Responsible for all aspects of uploading and keeping current the facilities informational kiosk for applicable buildings. Ensure all technical software is current and updated according to IT specifications.
• Answers unit/department phones, takes messages, and provides responses. Elevates difficult questions and callers to next level.
• May have responsibility for collecting and tracking payroll-related information. Enters information into database.
• Codes invoices and processes expense forms for payment.
• May have responsibility for administration of several monetary accounts.
• Prepares reports specific to unit/department.
• Prepares department-specific mailings.
• Schedules meetings and appointments and administers calendar.
• Establishes and maintains files. Files documents and other materials.
• May maintain inventory of materials, supplies and/or equipment. May serve as first contact for office equipment maintenance.
• May coordinate activities of office and provide back-up for administrative staff.
• May serve on special and/or regular teams and committees.
• May have responsibility for supervision of administrative support staff. Responsibility may include providing occasional direction to administrative support staff in the department and temporary staff.

QUALIFICATIONS: Any combination of education and experience equivalent to graduation from high school and at least three years extensive, increasingly responsible experience in clerical work.

Comprehensive knowledge of standard office practices, procedures, equipment and clerical techniques. Thorough knowledge of departmental functions, organization, and policies. Ability to make difficult arithmetic calculations. Ability to lay out and type complex forms and tables. Comprehensive knowledge of business English and spelling. Ability to establish and maintain effective working relationships with employees and the general public, as well as government officials. Having strong general computer skills is critical. Basic to Intermediate level proficiency in office-related software, including Microsoft Excel and work order systems. Intermediate level proficiency in County or Department-specific databases (e.g. Laserfiche, BuySpeed Online, asset management, etc.). Ability to quickly learn new software applications. Ability to use a variety of office equipment, including computer, copier, postage meter, fax, printer, multiple-line phone, paper folder, laminator, projector, and scanner.

PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS:  Some contacts are made with individuals from other internal units or outside organizations or the general public for purposes of exchanging information which may require some judgment or interpretation. Communication is usually cooperative in nature with infrequent conflicts resolved by higher authority. Conducts work in a sitting position; however, job requires frequent standing, walking, bending, stooping and light lifting. Requires frequent operation of a variety of office machines.

SALARY:  Hiring Range: $13.09 - $15.71/per hour based on experience, education and internal equity.             

                Internal candidates will receive pay adjustments in accordance with Local Government Personnel Policy, §P-60.

DEADLINE FOR APPLICATIONS:  Until Filled