Office Assistant II

Office of Chief Trial Counsel

Annual Salary Range: $50,438 - $67,252

Non-Exempt / Union-Represented

The Office Assistant II should have experience with photocopying, scanning voluminous documents, and Bates stamping. Knowledge of utilizing Adobe Acrobat Professional is preferred.

DEFINITION

Under general supervision, an Office Assistant II performs a variety of general and/or department specific clerical office and staff support duties for an assigned department, division or unit.

DISTINGUISHING CHARACTERISTICS

Office Assistant II is the experienced level classification in the Office Assistant series. Incumbents at this level are expected to perform assignments with a minimum of supervision and to adapt to changing work processes; may assist with training new employees in work procedures and methods. The Office Assistant II classification is distinguished from the Office Assistant I classification by the incumbent’s ability to independently perform the full range of duties, including the more difficult department specific clerical office and staff support duties.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to the following:

• Greets visitors and answer incoming telephone calls, assist or direct the visitor to the appropriate individual or Office.
• Operates a multi-line, modern telephone system including screening, transferring, or referring calls and answering questions.
• Receives, sorts, distributes and processes in-coming/out-going mail and other materials.
• Inventories and maintains office supplies; assists staff with specific supply requests; verify supply receipts with orders and reconcile charges.
• Receives and records cash or check payments (this may include accepting payments through an automated system, operating a cash register and/or adding machine, preparing receipts and deposit slips.
• Extracts data from source documents and prepares a variety of forms, labels, envelopes and correspondence.
• Processes records and enters data on forms and into data systems; ensures forms or reports are complete, accurate, and filed.
• Schedules and make arrangements for hearings, meetings and travel.
• Operates office equipment including copy machines, scanners, fax machines, computers, printers, and other equipment.
• Performs routine office equipment maintenance to determine cause of problems and need for service or repair.
• Sets-up rooms for meetings or conferences, including checking in attendees, making or setting out beverages and refreshments and clearing or cleaning up rooms.
• Performs other similar or related duties which may not be specifically included within this position description but which are consistent with the general level of the job and the responsibilities described.

EMPLOYMENT STANDARDS

Knowledge of:

• Principles of effective customer service and telephone etiquette.
• Techniques of record and file organization.
• Alphabetical and numerical filing methods.
• Modern office practices and procedures, including the use of standard computer software and database recording keeping systems.
• The basic rules of vocabulary, grammar, spelling and punctuation as specified in Webster’s New Collegiate Dictionary.
• Business math for completing non-technical calculations such as addition, subtraction, multiplication and division.

Ability to:

• Apply the policies and practices of a department.
• Operate modern office equipment including computer hardware, software, and internet and web-based applications.
• Take accurate messages and relay them quickly and efficiently.
• Appropriately respond to requests and inquiries from the general public or other departments.
• Understand and carry out oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective interpersonal relationships at all organizational levels as well as with the public.
• Display a high degree of maturity, integrity and good judgment.
• Maintain the confidentiality of information.

Minimum Qualifications:

Education:

• Possession of High School diploma or equivalent.

Experience:

• One year of office experience.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar’s selection process for this classification.

License, Certificate, Registration Requirements:

• None required.

Condition of Employment

Employment with the State Bar of California requires full vaccination and proof of full vaccination for COVID-19 before starting work. Exemptions to the mandatory vaccination policy may be available for a medical condition, disability, or sincerely held religious belief and must be approved before starting work.

Salary : $50,438 - $67,252