Business Office Administrative Assistant

Non-licensed Position

District Office

Business Office Administrative Assistant
8 hours p/day
260 days per year (12 months)
Start date: Approximately 1/22/2018

For complete job description, go to Business Office Administrative Assistant

This posting/test announcement will create an eligible list for any vacancies in this job title.

The eligibility list shall be valid for one year after the list is established.

Phalen Lake Hmong Studies is seeking a part time Clerk Typist 2 – Bilingual Hmong/English.

General Statement of Duties

Performs intermediate level clerical, typing and/or word processing work of moderate complexity and variety; serves as an interpreter; and performs other related duties as assigned.

Supervision Received
Works under moderate supervision of a unit supervisor or a higher level clerical employee.

Supervision Exercised
None

Qualifications

Minimum Qualifications:

High school diploma or GED certificate and two years of clerical experience.  Must be able to read, write and speak fluent English and Hmong.

Knowledge, Skills, and Abilities

• Working knowledge of modern office practices and procedures.
• Working knowledge of the policies, procedures and services of the organization.
• Working knowledge of grammar, spelling and punctuation.
• Working knowledge of word processing packages.
• Working skill in typing and/or word processing with speed and accuracy.
• Considerable ability to read, write and speak fluent English and at least one of the following languages: Hmong, Cambodian, Vietnamese, Laotian, Spanish, Somali or other language depending on the particular vacancy.
• Working ability to make simple arithmetic computations with speed and accuracy.
• Working ability to sort, alphabetize, file, search and/or retrieve computerized and/or manual records and files.
• Working ability to follow oral and written instructions.
• Working ability to operate modern office equipment.
• Working ability to communicate effectively in person and/or over the telephone.
• Working ability to interact effectively with employees in other units and departments of the organization and the general public.

Examination

A civil service test will be administered to create an eligible list of candidates for this classified civil service position. Once created, the list will be used for all Clerk Typist 2 Bilingual Hmong/English vacancies that may occur for one year.

The test will be administered after the job posting closes and all applications are screened. You will be notified by Human Resources of the test by email.

EXAMINATION: This test is available for all candidates.

Practical Examination: Weight 100%

Language Assessment passing score of 75% or higher.

You will be notified of the results of the practical examination through email. Candidates who pass the practical exam with a score of at least 75% will be invited to take the Language Assessment.

Responsibilities

The listed examples may not include all the duties performed by all positions in this class.

• Types and/or word processes letters, narrative and statistical reports, schedules, lists, forms, cards, labels, envelopes and other related materials according to general guidelines.
• Prepares, types and/or word processes routine correspondence according to well-established guidelines and procedures.
• Transcribes memoranda, letters, reports and other materials from dictaphone recordings.
• Answers telephone and receives visitors; determines nature of business, directs individuals to appropriate staff, or supplies information where a working knowledge of the operation is necessary.
• Processes routine complaints or inquiries by explanation of office procedures, verification of records, correction of records, or referral to higher authority.
• Compiles and maintains complex or involved files, records, schedules, and statistics.
• Compiles and maintains simple accounting and financial records where no technical bookkeeping knowledge is required; checks and reconciles data.
• Prepares and types pay vouchers, requisitions, purchase orders and other related materials.
• Checks and prepares payroll time sheets, employee hours worked, overtime, and related forms and records.
• Operates office equipment such as typewriter, copy machine, adding machine, postage machine, calculator, dictaphone, and telephone system.
• Operates a computer for data entry, file maintenance, and information gathering and/or retrieval.
• Receives, sorts, and distributes incoming and outgoing mail.