Office Assistant (City Clerk)

Salary : $62,075.52 - $75,441.60 Annually

Location : City of Alameda (City Hall), CA

Job Type : Full Time

Job Number : 2025-1550-01

Department : City Clerk

Opening Date : 01 / 08 / 2025

Closing Date : 1 / 22 / 2025 5 : 00 PM Pacific

FLSA : Non-Exempt

Bargaining Unit : MCEA

FLSA Status : Non-Exempt

Nature of Position

The City of Alameda is seeking an organized, detail orientated customer service focused individual to fill one 1 current full-time Office Assistant opening in the City Clerk's Office.

Under general supervision, the Office Assistant supports the coordination of office activities, performs administrative tasks and operational support for City Clerk's Office; provides excellent customer service to the public, and general and accounting clerical work; performs other related work as assigned or required. This position will also be assigned to provide clerical and administrative support to various City Clerk's Office meeting activities. The current vacancy exists in the City Clerk's Office.

In addition to meeting the established guidelines for the position, the ideal candidate will have the ability to juggle competing priorities and stakeholder requests. They will have experience providing support in a busy, fast paced office environment with significant public contact, and aim to provide outstanding customer service to a variety of City staff and the public. Additionally, the ideal candidate will have prior experience working in City Clerk's Office and experience recording notes and / or transcribing meeting minutes for a Board or other public body. This position is four day a week role that would preferably work Monday - Thursday.

Benefits of Employment

For a comprehensive listing of benefits, see the Benefit Matrix HERE

• 36-hour work week
• CalPERS Retiremen t : Classic Members : 2% at 55 formula, 8.868% contribution; New Members 2% @ 62 formula, 8.75% contribution.
• Medica l : The City contracts with CalPERS to provide comprehensive health coverage to employees. Multiple HMO and PPO plans available, with a generous City contribution
• Denta l : Comprehensive dental coverage provided to employees and their eligible dependents.
• Vacatio n : Starting with 75 hours annually and increasing with years of service.
• Holidays : 11 City Holidays and 3.5 floating Holidays.
• Sick Leave : 90 hours per year; unused sick leave is converted to service credit at retirement.
• Deferred Compensation : Up to 1% 457(b) matching City contribution after 1 year of continuous service.

Distinguishing Features

Positions in this class perform a wide range of operational activities, highly responsible clerical work and may be responsible for the independent performance of particularly difficult and specialized clerical work and / or for providing lead direction for clerical employees. Work in the class is distinguished from that of higher classes by the lower-level administrative work and limited supervisory responsibilities. Work in the class is distinguished from that of lower classes by the full range of office operational activities performed, including those related to accounting functions and / or by the scope of event coordination performed. Incumbents are able to perform the full range of duties assigned with only occasional instructions or assistance as unusual or unique situations arise.

Examples of Duties

Employment Standards

Education / Experience

Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be :

Education : Graduation from high school.

Experience : Three years of highly responsible clerical experience involving : word processing, data entry, computerized document production and records retention work; preparation, processing and maintenance of accounting, bookkeeping, payroll, statistical, billing or other financial records, including use of designated specialized accounting or financial applications; public contact; recordkeeping and file maintenance. Experience coordinating office activities, workflow and operating procedures is desirable.

Knowledge

Knowledge of modern office practices and procedures; general accounting principles; modern office equipment including computers; filing, indexing and cross-referencing methods; correct English usage, spelling, grammar and punctuation; business letter writing and report preparation; various document formats and presentations.

Ability

Ability to perform both complex and routine clerical work with speed and accuracy; coordinate office activities and workflow; coordinate major events; effectively operate a variety of modern office equipment including computers, word and data processing equipment and related software; interpret and apply established City policies, procedures and codes; interpret and analyze information; prepare complex records and reports; perform arithmetic calculations; perform and coordinate various accounting functions; work effectively under pressure and with frequent interruptions; use initiative and exercise independent judgment; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships.

Typing Skill

Ability to type from clear printed copy at a speed of 45 net words per minute.

10-Key Skill

Selected positions may require ability to operate a 10-key calculator by touch.

Other Requirements

Selected positions require possession of a valid California Driver's License and satisfactory driving record as a condition of initial and continued employment.

WORKING CONDITIONS

Work is generally performed in an office setting. Work includes complex telephone and face-to-face public contact situations and pressure generated by frequent interruptions, deadlines, complaints, and peak workloads.

PHYSICAL DEMANDS

The position may require frequent repetitive motions, including hand, wrist, and finger movements. Essential duties can be performed with or without reasonable accommodation, such as assistive devices or ergonomic adjustments. These duties include, but are not limited to, walking, reaching, talking, hearing, and seeing.

This role involves sedentary work, which primarily includes sitting. It may require exerting up to 10 pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions, including adjustments for mobility aids and devices.

SELECTION PROCESS :

The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and / or an oral interview. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance. If applicants have not received written notice at least one week prior to the tentative test date listed in the flyer, they should contact the City of Alameda Human Resources Department at (510) 747-4900.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required by U.S. Citizenship and Immigration Services.

VETERAN'S PREFERENCE CREDIT : A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active-duty requirement need not be fulfilled. An applicant claiming veteran's preference credit must attach to their application, a legible copy of their DD-214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

AN EQUAL OPPORTUNITY EMPLOYER : The City of Alameda encourages minorities, women and the disabled to apply. It is the City's policy that all aspects of employment and promotion shall be without regard to sex, marital status or disability (except where dictated by requirements of the position), race, sexual orientation, political affiliation, religious creed, color, national origin or age. Qualified disabled persons must be able to perform the essential functions of the position with or without reasonable accommodations. No individual may pose a direct threat to the health or safety of himself / herself or other individuals in the workplace. Barring undue hardship, reasonable accommodations can be made in the application and examination process for disabled individuals or

for religious reasons. Requests for reasonable accommodation should be made in advance to the Human Resources Department. Hearing Impaired TDD (510) 522-7538.

The information contained herein is subject to change and does not constitute either an expressed or implied contract.

For Benefits information, please visit our website at A detailed summary for this position can be found under MCEA.

Be sure to answer the supplemental questions thoroughly and accurately. Answers to the supplemental questions be supported by the experience section of the application. Additionally, "See Resume" or "N / A" as a response will be considered insufficient information to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection proc have read and understand the statement above concerning submission of supplemental questionnaire responses.

Please briefly share any experience you have providing office support to a City Clerk oriented department or organization. Please reference locations, and duration of time that you provided this type of support.

How many years of experience do you have in customer service?

Please describe your experience performing clerical duties or office support, such as data entry, record keeping and file maintenance, answering telephones, and preparing a variety of material from written or oral instructions (e.g., reports, correspondence, spreadsheets, etc.). If applicable, please be sure to indicate if duties performed were in support of a City Clerk's office.

Which of the following programs and software applications do you have experience in? Check all that apply :

Required Question

Salary : $62,076 - $75,442