What are the responsibilities and job description for the Office Assistant II (Temporary/Part-Time) position at City of Downey, CA?
ABOUT THE POSITION
Under general supervision, performs a variety of routine to moderately difficult customer service, accounting, receptionist, records management, and database support functions; types and edits various reports, correspondence and documents; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
The Office Assistant II is distinguished from the Office Assistant I in that incumbents in the former class perform a greater range of office support functions with lesser direction. As compared with the Office Assistant I, the functions performed require more specialized knowledge of department procedures, standards, and terminology, and the incumbents work under lesser supervision than the Office Assistant I.
This recruitment is to establish a hiring list of qualified candidates to fill one (1) part-time vacancy in the City Clerk's Department. Applicants from this recruitment may be utilized to fill other part-time vacancies based on operational needs.
The ideal Office Assistant I will manage public records requests, document and track all dates relevant to public records requests, correspond with parties requesting public records, and prepare written correspondence and cost estimates in connection with public records requests. The Office Assistant I will also collaborate with agency personnel to gather responsive records; identify confidential, exempt and sensitive information in responsive records; and performs and coordinates redaction of confidential, exempt, and sensitive information.
Temporary/Part-time appointments do not qualify for City benefits, except for those required by law. The City does not belong to the Social Security system; however, enrollment in an alternative retirement program is mandatory which requires an employee contribution of 7.5% of base earnings. The City contributes 2.5% and the employee contributes 5% of base earnings. There are no rights to employment and employment may end with or without cause or advance notice.
Certain City operational budgets may not include funding for mandated CalPERS employer contributions; therefore, a qualified candidate who is a current member of CalPERS may be restricted from temporary/part-time employment with the City of Downey.
Part-Time shifts may not exceed 999 hours on a fiscal year basis (July 1 through June 30).
EXAMPLES OF ESSENTIAL FUNCTIONS
- Types, formats, edits, revises, proofreads, and prints reports, correspondence, memoranda, transmittal sheets, agreements, contracts, legal documents, ordinances, resolutions, technical charts and tables and other specialized and technical materials; types from rough notes, drafts, dictation, and brief oral instructions; edits and revises materials; develops, revises, and maintains standardized and master documents; composes correspondence, reports, and informational materials; assists in designing and producing technical information handouts.
- Answers, screens, and refers visitors and telephone calls; calendars appointments; assists customers at a public counter and by telephone; responds to complaints from customers and the public, refers the complaint to appropriate staff and/or takes or recommends action to resolve the complaint.
- Maintains departmental personnel files; prepares and types personnel documents; processes and distributes time sheets; maintains attendance and leave records.
- Copies, compiles, and distributes contracts, reports, and documents.
- Makes and confirms travel arrangements; types itineraries, requests travel advances and compiles expense reports.
- May assemble agenda packets; ensures all information is accurate and files are complete; drafts legal notices.
- May take minutes and transcribe dictation; assists in preparing and distributing agenda packets.
- May assist with preparation, tracking, and updating of budgetary data.
- May provide direction to office support staff regarding work procedures.
- May train office staff and explain work procedures and assist higher level administrative support positions in the performance of particular projects.
- Performs other related duties as assigned.
QUALIFICATIONS
Any combination equivalent to experience and education that could likely provide the required skills, knowledge and abilities would be qualifying. A typical way to obtain the skills, knowledge and abilities would be:
Experience/Education: A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or equivalent and two (2) years of increasingly responsible office support or secretarial experience; or an equivalent combination of training and experience. Experience in a municipal government setting is highly desirable.
Knowledge of: Office administration practices and procedures; principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation; City organization, ordinances, rules, policies, and procedures applicable to departmental operations; basic functions of public agencies, including the role of an elected Council and appointed boards and commissions; word processing software; record keeping, filing, and purchasing practices and procedures.
Ability to: Operate a computer using word processing software; type accurately at a speed necessary to meet the requirements of the position; organize, set priorities and exercise sound independent judgment within areas of responsibility; interpret, apply, explain and reach sound decisions in accordance with laws, regulations, policies and procedures; organize and maintain office and specialized files; compose routine correspondence from brief instructions; communicate clearly and effectively orally and in writing; understand and follow written and oral instructions; prepare clear, accurate and concise records and reports; use tact and discretion in dealing with sensitive situations and concerned people and customers; establish and maintain effective working relationships with staff and others encountered in the course of work.
License/Certification Requirement: A valid California Class C Driver's License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions may be required.
California Department of Motor Vehicle (DMV) Pull Notice System: An incumbent appointed to this position is subject to enrollment in the California DMV Pull Notice Program. The Pull Notice program provides information on the incumbent's driving record and Driver's License status on a periodic basis to the City of Downey. An employee assigned a City vehicle must acknowledge receipt and understanding of City Administrative Regulations covering the use of City vehicles.
ADDITIONAL INFORMATION
Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter, or calculator; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing on a keyboard, filing, data entry and/or use of a personal computer or other office equipment and supplies; may involve sitting or standing for prolonged periods of time.
Selection/Testing Process: For consideration, an employment application and supplemental questionnaire must be thoroughly completed. Failure to complete the information requested may result in an application being removed from consideration.
The acceptance of an employment application depends upon whether or not an applicant has provided adequate information that demonstrates meeting the qualifications for the position as stated above. Please complete the application and supplemental questionnaire thoroughly and completely. Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" or attaching a resume is not an acceptable substitute for a completed application.
Candidate(s) who complete testing with acceptable results will be considered by the Department hiring authority. Prior to an employment offer, a comprehensive background investigation is conducted, including fingerprinting. A pre-placement medical examination, including a drug screen will be conducted upon issuance of a conditional offer of employment.
