OFFICE SUPPORT ASSISTANT

Job Description:

OFFICE SUPPORT ASSISTANT

Description

OVERVIEW

The position requires initiative, judgment and a thorough understanding of all department and County procedures in the resolution of clerical problems.
Under the general direction of the County Engineer, the successful candidate performs routine to moderately complex and varied administrative support activities contributing to efficient office operations for the Public Works Department. Duties include answering and routing incoming department calls, performing customer service and general office support work of moderate difficulty such as imaging records and documents, taking payments, entering and retrieving data in a computer system, typing, copying, file maintenance, recording and disseminating information.

The successful candidate is expected to complete assigned duties with a minimum of supervision, to develop clerical procedures and systems, and to be responsible for flow and completion of assigned tasks within general guidelines typically available in the form of established regulations, policies, procedures, instructions and performance standards. Work is reviewed periodically in process and upon completion through reports, conferences or results obtained for accuracy, adherence to established policies, procedures, timeliness and quality of service and the degree to which the work meets the needs of the department.

QUALIFICATIONS FOR PERFORMANCE OF THE ESSENTIAL FUNCTIONS

Required Education and Experience

• One year of clerical and office support experience, including direct customer service both in person and over the phone.
• Related education demonstrating required knowledge, skills, and abilities to perform the job may substitute for up to six months of experience.

Preferred Education, Experience or Other Qualifications.

• Demonstrated communication skills to be able interpret and explain policies and procedures to customers/members of the public.
• Experience working in a public sector environment.
• Experience with Microsoft Office Suite products including Outlook, Word, Excel, and SharePoint.

Required Knowledge, Skills and Abilities
Knowledge of:

• Standard office functions, methods, procedures and equipment.
• Basic business English and business arithmetic.
• Data entry and retrieval methods.
• Use and care of personal computers/terminals, associated peripheral equipment and software

Ability to:

• Appear for scheduled work with regular, reliable and punctual attendance.
• Learn and retain moderately complex procedures and workflow practices.
• 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.
• Understand and follow both written and oral instructions.
• Transmit clear explanations of procedures, regulations, and contact information.
• Maintain professional demeanor under stressful situations.
• Comply with office dress code standards for professional appearance.
• Operate standard office equipment and machines such as personal computer/word processor, proprietary software, calculators, copiers and telephone system.
• Learn to enter and retrieve data in specialized computer recordkeeping systems utilized in the department. Communicate effectively and professionally via the telephone in a courteous and cooperative way even in adverse situations.
• Type/keyboard with accuracy.

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. Kitsap County provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)

Positions in this class typically require:

• Work in an office environment.
• Twisting, stooping, bending, and reaching (over shoulders, at waist and below waist) while filing.
• Sitting for extended periods of time.
• Standing for up to 2 hours at a time and walking short distances to deliver mail or distribute materials; vision sufficient to read source materials and computer screen data; clear speech and hearing adequate to communicate in person and on the telephone.
• Repetitive motions when entering and retrieving computer information.
• Exertion of force of 30 pounds rarely, 20 pounds occasionally and/or 10 pounds frequently to lift/carry/move objects, files, materials or mail.

ILLUSTRATIVE EXAMPLE OF DUTIES

In this role, you will have the opportunity to:

• Provide customer service both in person and on the phone, directing callers and customers as appropriate.
• Assist with public inquiries and disseminate information in accordance with established guidelines.
• Respond to inquiries and provide information, resources and explanation on policy and procedures.
• Receive, sort and distribute incoming and outgoing mail for the department.
• Maintain records and documentation for mail when necessary.
• May prepare copies of records, permits, documents, reports, correspondence and other materials as needed.
• Cashiering duties include collecting/charge of fees for services with accuracy according to established fee schedules.
• Processing of complex transactions with review of all related documents for accuracy and completion.
• Gather, copy, fax and distribute materials according to established procedures.
• Schedule conference room and prepare meeting materials.
• Preparation of materials and scheduling of webinars.
• Maintain an organized orderly and safe work area.
• Demonstrate excellent communication skills with public as well as within department.
• Assist Supported Employee with mail sorting and distribution.
• Take roll call during drills/evacuations and maintain department employee checklist.
  

OTHER POSITION RELATED INFORMATION

• Who May Apply: This position is open to the general public. Applications will be screened for qualifications and completion of all the required materials and forms. The most competitive applicants may be contacted for further steps in the selection process, which may include testing for office and computer skills.
• This position is classified as eligible for overtime under the Fair Labor Standards Act (FLSA)
• This position is non-represented and covered under the Kitsap County Personnel Manual . Internal applicants should be aware that a change in union status or bargaining unit may impact your benefits and accruals. Please contact Human Resources if you have questions.
• Kitsap County is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact our Human Resources Office.
• Work hours for this position are 8:00 am - 4:30 pm.
• This posting may be used to fill future openings.
• Only authorized employees and hiring authorities have access to the application materials submitted. Per RCW 42.56.250, all applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant are exempt from public inspection.

Incumbents in Public Works are considered "Essential Employees" under the Public Works Inclement Weather/Emergency Response policy. Essential employees are expected to report for duty on time and remain at work until the end of their scheduled shift even if an inclement weather event or emergency is declared.

At Kitsap County, we strive to take care of our team! Our employees are the greatest asset of Kitsap County, and we take pride in offering a highly competitive compensation and benefits package to all eligible employees.

County Paid Benefits Include:
Medical - Kaiser Permanente (HMO) or Aetna (PPO)
Dental - Delta Dental or Willamette
Vision - VSP
Flexible Spending Accounts (FSA)
Life Insurance - Basic, Accidental Death and Dismemberment (AD&D), Voluntary Term Life Insurance (VTL)
Disability - Short-term disability & Long-term disability
Voya Voluntary Insurance
Transportation incentives
Employee Assistance Program
Travel Assistance Program
Wellness program
Benefits become effective on the first calendar day of the month following the month in which the employee is hired except if the employee's hire date is the first calendar day of the month, benefits begin on the day of hire. More information about employee benefits is available on the county's website at: https://spf.kitsapgov.com/hr/Pages/Benefits.aspx or the Kitsap County Digital Benefits Guide .

*Voluntary benefit options also available at the employee's expense

Retirement:
Employees are covered under the PERS retirement plan provided through the Washington State Department of Retirement Systems and Social Security.

Deferred Compensation (IRS Plan 457b): tax-deferred savings program

Holidays
11 paid holidays and 2 additional floating holiday per year. One additional floating holiday after 10 years of service.

Vacation Leave
New employees are credited with 48 hours of annual leave upon hire and will be begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 360 hours from one calendar year to the next. Annual leave accrual will increase upon tenure, as follows:

Upon completion of 2 years: 15 days per year (10.00 hours per month)
Upon completion of 5 years: 20 days per year (13.33 hours per month)
Upon completion of 10 years: 25 days per year (16.67 hours per month)

Sick Leave
All new hires will be credited with 48 hours of sick leave upon hire and will begin accruing at the rate of 8 hours per month starting on their 7th month of employment. Employees may carry over 1200 hours from one calendar year to the next.

***Part-time employees benefit contributions and leave accruals will be prorated***

Current County Employees
If you are transferring or promoting into this position you are responsible for reviewing these benefit changes; prior to accepting a position. In addition, it is your responsibility to notify the Auditor's Payroll Division of a change in union status.

NOTE: This is a general overview of the benefits offered through employment with Kitsap County, and every effort has been made to ensure its accuracy. If any information on this document conflicts or is incorrect with the provisions of the Personnel Manual, applicable laws, policies, rules or official plan documents they will prevail. The Personnel Manual is available at: https://www.kitsapgov.com/hr/Pages/Personnel-Manual-2019.aspx

Closing Date/Time: 5/9/2025 11:59 PM Pacific

Salary:

$22.04 - $28.19 Hourly