Office Assistant 3 – CenCompage -1-

KITSAPCOUNTY CLASS SPECIFICATION

TITLE:OFFICE ASSISTANT 3

DEPARTMENT:Central Communications (CENCOM)

REPORTS TO:Office Supervisor 1(CALEA 1.1.3)

GENERAL STATEMENT: (CALEA 4.1.4 a,c)

An employee in this classification performs varied office and fiscal support work. The incumbent is responsible for performing moderately complex financial and secretarial related tasks and first level client support for Kitsap County Central Communications (911).

CENCOM values our community’s diversity and strives to reflect that diversity in our staff and respect that diversity in the delivery of our services.

The incumbent is expected to develop and be responsible for the flow and completion of assigned duties within general guidelines, asking for assistance when necessary. Work performance is reviewed periodically through reports and conferences for accuracy, timeliness, adherence to established policies and procedures and quality of service provided.

ILLUSTRATIVE EXAMPLES OF DUTIES:(Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in the positions of this class.)

Essential Job Functions:

Answer incoming administrativecalls on a multi-line telephone system, take messages and complaints and route calls to the appropriate staff member.

Assist the general public, in person and by telephone, and provide information related to services rendered. Answer routine inquires from departments, and user agencies.

Operate computer terminal/personal computer to enter and retrieve data. Prepare correspondence, reports and other material with high standards of accuracy, style of presentation, completeness and correctness of content. Compose responses to routine inquiries from County departments, other agencies and the general public.

Receive, maintain, and fulfill customer requests for audio recordings and computer logs in accordance with applicable public disclosure laws.Utilize specialized computer software to retrieve incident reports and recordings of 911 calls and radio traffic. Coordinate with and assist the Prosecuting Attorney’s Office with audio recordings. Testify in court as needed. Provide feedback to supervisors and managers regarding quality of service issues.

Assist in preparing and maintaining subsidiary, control and other ledgers. Assist with posting and reconciling reports from Auditor, Treasurer, and other sources.

Assist in preparing complex financial reports.

Review of payment requests for accuracy and appropriateness. Process invoices and vouchers and coordinate processing with Accounts Payable Division of the Auditors office.

Establish and maintain files, records, accounts and other information sources as needed to support and document office activities.

Administer and proctor written and computerized tests used in the hiring process to ensure the security and the validity of the testing process and materials.

Office Assistant 3 - CenComPage -1-

Appear for scheduled work with regular, reliable and punctual attendance. Establish and maintain cooperative, effective, and productive working relationships using tact, patience and courtesy. Effectively plan and organize work and complete tasks within prescribed timeframes. May be required to work over 40 hours in a workweek.

Other Job Duties:

Provide back-up to other office support positions as necessary.

Perform other related duties as required.

WORKING CONDITIONS/PHYSICAL ACTIVITIES:(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. KitsapCounty provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)

Work is performed primarily in an office environment. Some overtime may be required. Must be able to communicate effectively, both orally and in writing. Must be able to perform word processing and accounts maintenance duties on a personal computer. May require sitting for extended periods of time. Must be able to lift and carry file boxes weighing up to 25 pounds. CENCOM is a critical 24/7 public safety agency which operates in all weather and emergency conditions. The incumbent may be required to respond regardless of external factors.

KNOWLEDGE AND ABILITIES:

Knowledge of: Recordkeeping techniques, modern office methods procedures and equipment, including computer terminals/personal computers. Theory and practice of double-entry bookkeeping and automated accounting applications. Secretarial techniques; correct and effective use of English, grammar, spelling and punctuation. Business English and Business Math. Acceptable telephone techniques. Use and care of modern office equipment, including computer terminals/personal computers related peripheral equipment and software.

Ability to: Maintain responsibility for a variety of routine duties without regular direction. Understand and execute oral and written instructions and apply available guidelines to varied operational requirements. Perform a variety of tasks requiring a high level of accuracy and attention to detail. Meet and handle deadlines by prioritizing workload while maintaining professional demeanor under heavy workload and stressful interpersonal situations. Effectively employ principles of good business correspondence. Research, prepare and maintain records and reports. Operate standard office equipment such as typewriters, calculators, copiers and word processors. Learn the basics of 911 operations, utilize Computer Aided Dispatch, master logging recorder and other related systems.Establish and maintain effective working relationships as required in work assignments. Effectively deal with public concerns and questions. Perform accurate typing at 55 w.p.m.

QUALIFICATIONS:

Three years of general business experience including one year of experience in the accounting/recordkeeping field is required. Completion of one year of business related coursework from a college or business school accredited by an agency recognized by the US Department of Educationmay be substituted for one year of required experience. Public contact experience is required. Must type accurately at 55 w.p.m. Word processing experience is required, preferably using Microsoft Word. Experience with recent version of Microsoft Excel is required. Automated accounts maintenance experience is desirable.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS:

Must be able to fulfill all traveling requirements of this position and meet the qualifications and guidelines of the Fleet Risk Control Policies in the operation of a motor vehicle on County business, including possessing and maintaining a valid Washington State Driver’s License and the appropriate amount of automobile insurance.

CENCOM is a critical 24/7 public safety agency which operates in all weather and emergency conditions. The incumbent may be required to respond regardless of external factors and outside of regular work hours.

Must have a private telephone line to residence for 24-hour availability, a ready and dependable means of transportation and be willing to carry a pager and/or cellular phone.

NOTE: A criminal background check including a national fingerprint check through law enforcement agencies and a drug test will be conducted on all successful applicants prior to their being appointed to this position.

LLC

OfficeAssistant3CenComJob2009.06 CALEA