Office Administrator

We have a client in San Ramon that has an immediate need for Office Administrator. This is a great opportunity for the right person. If you are interested in learning more about this opportunity, please contact us asap.

Office Te chnician

Answers telephones and greets visitors; directs calls to appropriate staff or takes messages;

Makes referrals to other agencies or departments;

Schedules meetings and conference rooms;

Provides and accepts applications and forms and ensures that documents are complete;

Routes documents to the proper office and/or staff.

Performs data entry on automated systems, including, but not limited to client or population information, mailing lists, registrations, rosters, invoices, payroll data, work orders and purchase orders. Prepares correspondence, reports, forms, receipts, vouchers, work orders, brochures, and specialized documents related to the department/division to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.

Composes correspondence, such as transmittal letters, from prior materials or brief instructions;

Attend meetings and take minutes;

Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting and correct English usage, including grammar, punctuation and spelling.

Gathers information; verifies data; copies and distributes documents; takes and transcribes minutes.

Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic or special reports. Establishes and maintains office files, following an established filing system; researches and compiles information from such files; purges files as required.

May collect and account for fees and other monies collected. Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchases and maintenance.

Licenses: Specified positions must possess and maintain a valid California class C driver’s license and a satisfactory driving record.

Physical Requirements and Working Conditions: Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, stamina to maintain attention to detail despite interruptions, strength to lift and carry files weighing up to 10 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone.

Knowledge of:

o Standard office practices and procedures, including filing and the use of standard office equipment;

o Correct English usage;

o Strong proficiency in computer applications related to the work, including word processing and basic spreadsheet applications including Excel, Word, Adobe, Powerpoint

o Record keeping and filing principles and practices;

o Maintaining confidential documents and document security;

o Business arithmetic and basic statistical techniques;

o Techniques for dealing effectively with the public and City staff, in person and over the telephone.

o Business letter writing and the standard format for reports and correspondence;

Skill in:

o Applying customer service techniques;

o Creating and maintaining file systems;

o Applying basic record keeping practices;

o Compiling and tracking data;

o Using computers and related software applications;

Advanced skill in word and excel – testing to be submitted

o Communication, interpersonal skills as applied to interaction with co-workers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

o Performing a wide variety of office support duties requiring the use of independent judgment;

o Interpreting and implementing policies, procedures and computer applications related to the department or division to which assigned;

o Composing correspondence and reports independently or from brief instructions;

o Using initiative and independent judgment within established procedural guidelines and written directions.