Office Associate (#MAAK01)
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$30,239.00 Yearly Min / $37,799.00 Yearly Mid / $45,359.00 Yearly Max

Senior Office Associate (#MAAK02)
$32,178.00 Yearly Min / $40,222.00 Yearly Mid / $48,266.00 Yearly Max

Office Associate Supervisor (#MAAK03)
$34,240.00 Yearly Min / $42,800.00 Yearly Mid / $51,360.00 Yearly Max

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Description of Occupational Work

Office Associates perform general office support for assigned agency operations. Primary work includes processing, filing, and tracking data/information, and providing customer service support such as answering phones, greeting visitors, and responding to basic inquiries. Agency operations supported include administrative services such as accounting, purchasing, contracting, payroll, or human resources; or other agency-specific programs, services or line operations. Assignments are stable in nature and are carried out in accordance with standard practices and general work instructions.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

Delivers excellent customer service in-person, electronically, or by written communication.

Greets and directs visitors and answers calls, which may include serving as part of a call center team or on a front desk operation.

Processes data by using automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.

Sorts, codes, scans, uploads, logs, and indexes, data/information.

Files, tracks, and retrieves physical, electronic, and digital files, documents, data, or other information.

Creates and maintains new files and filing systems, ensures data integrity, and handles the purging and disposal of records as required.

Schedules or coordinates meetings, hearings, and appointments, and may assist with making travel arrangements.

Collects and compiles data to prepare reports and maintains accurate records such as call records, incident logs, and daily or weekly census sheets and rosters.

Performs other related duties as required.

Levels of Work

The level of work for an employee in this class series progresses based on an employee’s independence, size and scope of responsibilities, complexity of duties, decisions made and required experience.

Office Associate

This is the first level of office associate work, performing general office support for assigned agency operations. Employees perform the full range of Essential Functions, completing routine and standardized assignments under close supervision.

Receives close supervision from a technical or administrative supervisor; the supervisor provides specific instructions on all assignments, and frequent and detailed review of progress, accuracy, and quality of work. Supervisory advice or assistance is readily available.
Completes routine and standardized assignments such as drafting correspondence, operating office equipment, handling mail and shipping services, answering phones, directing calls, taking messages, maintaining files, and requesting supplies.
Seeks guidance from higher-level staff on work that is outside a range of specified, acceptable procedures, standards, alternatives, and practices.
Serves as first point of contact to explain standard forms, procedures, and agency services. Prioritizes urgent matters, screens complaints, and escalates issues.
Collects and compiles basic information or data from various sources such as files, records, databases, and staff members.
Communicates effectively with internal and external contacts, customers, clients, and/or the public to gather, exchange, and process information.

Senior Office Associate

This is the second level of office associate work, performing general office support for assigned agency operations. In addition to work performed at the Office Associate level, employees independently perform the full range of Essential Functions under general supervision, and are responsible for leading, coordinating, and overseeing office support activities and staff.

Receives general supervision from a technical or administrative supervisor; the supervisor provides general direction on all assignments, and regular review of progress, accuracy, and quality of work. Supervisory advice or assistance is provided as needed.
Leads front-desk operations, call centers, or similar office support activities by assigning, monitoring, and reviewing work and providing on-the-job training, guidance, and direction.
Assists in resolving issues on processing, procedures, deadlines, and complaints.
Orders supplies, signs for packages, assists with resident professional events, prepares interview packets, and validates credentials and access.
Contacts and coordinates with security and maintenance as needed.

Office Associate Supervisor

This is the supervisory level of office associate work. In addition to work performed at the Senior Office Associate level, employees supervise staff and research and resolve escalated issues.

Receives minimal supervision from a technical or administrative supervisor; the supervisor defines objectives, priorities, and deadlines and assists the employee with unusual situations.
Supervises two or more merit full-time positions. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.
Ensures deadlines and performance measures are met and monitors workflow to adjust priorities.
Recommends new or revised processes, procedures, or other improvements.
Manages essential administrative tasks such as ordering supplies and submitting maintenance work orders to ensure all equipment remains functional and operations run smoothly.
Communicates effectively with internal and external contacts, customers, clients, and/or the public to coordinate activities and resolve escalated issues on processing, procedures, deadlines, and complaints.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills, and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

Knowledge of assigned agency operations, services, programs, and systems.
Knowledge of applicable laws, rules, regulations, standards, policies, and procedures, including office practices and procedures.
Knowledge of automated information systems used to enter, update, modify, delete, retrieve, and report on data.
Knowledge of agency filing and record-keeping systems.
Knowledge of basic mathematical calculations.
Skill in locating and retrieving documents and records.
Skill in performing standard office support work.
Ability to communicate effectively both orally and in writing.
Ability to operate complex telephone systems and handle a high call volume.
Ability to confirm accuracy and completeness of required documentation and report discrepancies.
Ability to read and understand written materials.

In addition to the above knowledge, skills, and abilities, the Senior Office Associate requires:

Skill in using automated information systems to enter, update, modify, delete, retrieve, and report on data.
Ability to provide on-the-job training, guidance, and direction to staff.
Ability to compare data to determine inconsistent/deficient information or discrepancies.
Ability to compile, record, and utilize basic data/information, maintain organized records, and resolve standard discrepancies in records.
Ability to communicate effectively, through written, electronic, or face-to-face interactions.
Ability to handle stressful public situations such as responding to complaints or upset individuals.

In addition to the above knowledge, skills, and abilities, the Office Associate Supervisor requires:

Knowledge of the principles and practices of supervision.
Skill in resolving issues within established procedures, practices, and standards.
Skill in applying filing and record-keeping methods, techniques, and best practices.
Ability to plan and coordinate work assignments and schedules.

Job Requirements

JOB REQUIREMENTS for Office Associate Supervisor
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

One year of experience in performing office support work such as drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies.
One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.
One year of experience in record keeping such as maintaining, filing, tracking, and retrieving physical, electronic, and digital documents, reports, or other information. One year of experience in using an automated information system to enter, update, modify, delete, retrieve/inquire, and report on data.
Coursework, training and/or work experience in staff supervision which may include performing as a lead worker overseeing the work of others.


CLASS: MAAK01	EST: 7/1/2002	REV: 6/29/2025	FORMERLY JOB CLASS: 12102	REPLACES JOB TITLE: MAAZ12

CLASS: MAAK02	EST: 6/29/2025	REV:

CLASS: MAAK03	EST: 6/29/2025	REV: