State of Maryland

An Office Processing Assistant is the entry level of work typing information using a keyboard of a personal computer, computer terminal or word processor and performing other clerical duties. Employees in this classification do not supervise other Office Processing Assistants.

Employees in this classification receive close supervision from an Office Processing Clerk Supervisor or other clerical supervisor.

Positions in this classification are evaluated using the classification job evaluation methodology. The use of this method involves comparing the assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work sections of a class specification.

The Office Processing Assistant, Office Processing Clerk I and Office Processing Clerk II are differentiated on the basis of the degree of supervisory control exercised by the supervisor over these employees.  The Office Processing Assistant learns to perform duties under close supervision.  The Office Processing Clerk I performs duties under close supervision at times and under general supervision at other times depending on the complexity of the specific duty being performed.  The Office Processing Clerk II performs the full range of duties and responsibilities under general supervision.

Learns to type, format and edit correspondence, reports, charts, forms, graphs, schedules and other documents from rough draft, corrected copy, oral instruction or transcribing equipment using the keyboard of a personal computer, computer terminal or word processor;

Learns to proofread, review and examine typed documents for accuracy, completeness, format and conformity to procedures;

Learns to draft and edit routine non-technical correspondence;

Makes copies of correspondence and other material using a copying machine;

Learns to file correspondence and other records;

May learn to create and merge documents, mailing lists and labels using software applications of word processing and computer equipment;

May learn to scan documents, email documents and retrieve material from websites;

May learn to enter, update, verify and retrieve data using computer database or spreadsheet software applications;

May learn to answer telephone calls to provide information, take messages or transfer calls;

May learn to greet and direct visitors to the appropriate individuals;

May learn to open, stamp, sort and distribute incoming mail and prepare material for outgoing mail;

May learn to create, update and maintain logs, lists, schedules and rosters for staff;

May learn to order, receive and store office supplies, forms and other printed material;

May learn to extract and assemble material from files and other sources for the supervisor’s review;

May learn to maintain routine statistical and numerical records;

Performs other related duties.

Knowledge of English, spelling, punctuation, grammar and basic arithmetic;

Skill in typing on a keyboard of a personal computer, computer terminal or word processor at a minimum speed of 40 words per minute;

Ability to learn office practices, procedures and equipment;

Ability to perform basic arithmetic computations;

Ability to learn to type and edit reports, charts, forms, graphs, schedules and documents using the keyboard of a personal computer, computer terminal or word processor and using word processing software applications;

Ability to learn to proofread, review and examine typed documents for accuracy, completeness, format and conformity to procedures;

Ability to learn to format, merge documents and use other techniques using a personal computer, computer terminal or word processor;

Ability to learn to maintain files, logs and other records;

Ability to learn to draft routine correspondence;

Ability to understand and follow instructions

Ability to learn to screen and respond to visitors and telephone inquiries;

Ability to communicate effectively with the general public, co-workers and others.

Education:   Completion of the eighth grade.

Experience: None 

Note: Experience typing or performing other clerical duties may be substituted on a year-for-year basis for the required education.

Class specifications are broad descriptions covering groups of positions used by various State departments and agencies.  Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.  

This is a Skilled Service classification in the State Personnel Management System.  All positions in this classification are in Skilled Service positions.  Some positions in Skilled Service may be designated Special Appointment in accordance with the State Personnel and Pensions Article, Section 6-405, Annotated Code of Maryland.  

This classification is assigned to Bargaining Unit B, Administrative, Technical and Clerical classes.  As provided by State Personnel and Pensions Article 3-102, special appointment, temporary, contractual, supervisory, managerial and confidential employees are exempt from collective bargaining.  Additionally, certain executive branch agencies are exempt from collective bargaining and all positions in those agencies are excluded from collective bargaining.      

Employees in this classification are eligible to receive overtime compensation.  An employee who works more than the normal workweek is entitled to be compensated for that overtime, as provided by the State Personnel and Pensions Article, Section 8-305.  

This classification is one level in a Non-Competitive Promotion (NCP) series.  NCP promotions are promotions by which employees may advance in grade and class level from trainee to full performance level in a classification series.  In order to be non-competitively promoted to the next level in a NCP series, an employee must: 1) perform the main purpose of the class, as defined by the Nature of Work section of the class specification; 2) receive the type of supervision defined in the class specification and 3) meet the minimum qualifications of the classification.