Office Assistant Full Time

Description/Duties & Responsibilities

The Office Assistant position is responsible for providing a wide range of clerical support for approximately 50 employees in the General Services division of the Public Works department. The General Services division is responsible for maintenance of many of the City’s assets, including streets, stormwater devices, facilities, and vehicle fleet.

Duties and Responsibilities:

• Providing clerical support for employees in the General Services division of the Public Works department, including answering incoming phone calls for the division; receiving, sorting, and processing mail; ordering department supplies; maintaining calendars; and scheduling and setting-up for meetings
• Assisting co-workers and the public with questions and problems by phone and in-person and providing information about City programs and procedures
• Typing, proofreading, and editing a variety of documents, reports, and general correspondence
• Providing records management functions for the division, including tracking records and preparing files for annual destruction
• Performing data entry of work orders for fleet, facility, and street service requests
• Ordering and assigning parking permits for City employees
• Tracking uniform expenditures for division employees
• Processing purchase orders, invoices, credit card statements, check requests, and reimbursements
• Providing backup clerical support to the Administrative Assistant, as needed

Education and Experience

• High School Diploma or a GED equivalent
• One year of clerical support experience, preferably in a large organization, supporting a division and/or multiple employees
• Possession of, or ability to obtain, a valid Class C California driver license

Knowledge and Abilities

• Excellent communication skills; knowledge of basic math, business English, spelling, and strong understanding of grammar and punctuation rules; and the ability to correctly proofread and edit correspondence
• Strong computer skills and proficient in Microsoft Outlook, Word, and Excel
• Ability to understand, interpret, and explain City and department policies, regulations, and procedures to others
• Ability to provide excellent customer service to staff and the public, including the ability to handle conflicts and complaints
• Ability to manage time effectively, coordinate multiple projects simultaneously, work in an environment with constant interruptions, consistently meet deadlines, and be flexible to changing priorities
• Ability to establish and maintain effective working relationships with co-workers and be a team player
• Ability to manage time effectively, coordinate multiple projects simultaneously, work in an environment with constant interruptions, consistently meet deadlines, and be flexible to changing priorities
• Strong file management skills and the ability to set up and maintain effective tracking and filing systems
• Ability to demonstrate professionalism and sound judgment
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds is required

Additional Information

An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.

All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.

As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California

Constitution, declaring them to be Disaster Service Workers in time of need.

Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.

The City of Santa Clarita is an Equal Opportunity Employer.

The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.

Recommended Skills

• Microsoft Outlook
• Microsoft Excel
• Editing
• Communication skills
• Writing skills