What are the responsibilities and job description for the Office Assistant - Public Works Services Department position at City of Arcadia?
WHO WE ARE
ABOUT THE POSITION
DEFINITION
Under general supervision, to perform a variety of entry level, clerical, secretarial, or administrative duties in support of the assigned department and/or division; to provide word processing and data entry support; and to provide information and assistance to staff and the general public.
At the Arcadia Public Works Services Department, we have a passion for service to our community and a belief that our residents and customers are a priority. We believe that our value lies in what we give and we recognize that our employees are our greatest asset. We are dedicated to excellent, proactive customer service, connecting with our community, finding creative solutions, and innovative thinking.
ABOUT THE POSITION
The Arcadia Public Works Services Department is looking for an Office Assistant who is passionate about delivering exceptional customer service. This role requires a self-motivated individual with the ability to work independently and make sound decisions. If you are eager to contribute to a team that values efficiency, teamwork and enjoy handling a diverse range of general clerical tasks, this is a fantastic opportunity for you!
If you want to join an agency that inspires you to "Go Above and Beyond!", apply today!
KEY QUALITIES
- Strong customer services skills
- Detail-oriented and organized
- Proactive and solution-oriented
- Excellent interpersonal and communications skills
WHAT WE OFFER
- CalPERS retirement plan
- Three tier monthly benefit allowance of up to:
- $866 Employee only coverage
- $1,4000 Employee 1 coverage
- $1,800 Family coverage
- City paid Vision Plan for employee and family
- City paid Life Insurance, Accidental Death & Dismemberment, and Long-Term Disability
- Expected salary range increases of:
- 6% effective 07/01/2025
- 5% effective 07/01/2026
- Tuition reimbursement/advancement upon the completion of probationary period
KEY DATES AND INFORMATION:
Apply Online – Submit a detailed, thorough application.
Application Deadline – Application filling period will close at 11:59 p.m. on Sunday, February 23, 2025. Priority review of the first 75 applications.
Qualifications Appraisal Interviews (100%) – Week of March 10, 2025
DEFINITION
Under general supervision, to perform a variety of entry level, clerical, secretarial, or administrative duties in support of the assigned department and/or division; to provide word processing and data entry support; and to provide information and assistance to staff and the general public.
DISTINGUISHING CHARACTERISTICS
This is the entry level in the Administrative Assistant class series. Positions at this level usually perform most of the duties required of the positions at the Administrative Assistant level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class is used as an entry-level class, employees will have two years of clerical experience involving public contact and education equivalent to the completion of the twelfth grade.
SUPERVISION EXERCISED
Exercises no supervision.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Perform a wide variety of clerical work including maintaining records, verifying accuracy of information, and recording information.
Perform a variety of routine bookkeeping duties including posting of prepared data and verification of data entered.
Provide information and forms to staff and the public; collect and process appropriate information; apply departmental and program policies and procedures in determining completeness of applications, records and files; collect and account for monies.
Type, proofread and word process a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda.
Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department information.
Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed.
Maintain detailed calendar of department activities and for assigned staff; arrange interviews, appointments, schedules, conferences, travel arrangements, and itineraries.
Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution; represent the assigned department in meetings and groups as assigned.
Maintain and account for limited office funds including petty cash fund.
Interpret regulations, policies, and procedures; make decision involving independent judgment and requiring specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision.
Collect and compile material for review and analysis; provide recommendations for changes in programs, policy, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and or approvals.
Participate and assist in the administration of the assigned office; supervise, organize, and manage all office activities associated with the office; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms.
Relieve department head of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
Assist in the preparation and monitoring of assigned budgets including to secure purchase orders, process invoices, monitor account balances, perform account transfers, compile annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
Serve as a primary resource and information source regarding department and program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary.
Organize the flow of communication through the assigned office in an efficient and effective manner with City staff, news media, the general public, businesses, and other agencies.
Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations.
Direct, coordinate and review the work plan for assigned staff; meet with staff to identify and resolve problems; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures.
Assist in a variety of department and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned.
Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff.
Initiate and maintain a variety of files and records for information related to the assigned department and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials.
Operate modern office machines and equipment including word processors, typewriters, printers, copiers, calculators, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records.
Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Standard office procedures, methods and computer equipment.
English usage, spelling, vocabulary, grammar and punctuation.
Principles and procedures of record keeping.
Basic word processing methods, techniques and programs.
Basic mathematical principles.
Numerical, alphabetical, and subject matter filing systems.
Principles and practices used in dealing with the public.
Skill to:
Operate modern office equipment including computer equipment.
Type at a speed of 50 words per minute and enter data at a speed necessary for successful job performance.
Ability to:
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures.
Learn the procedures and functions of assigned position.
Work under supervision within a well-defined framework of standard policies and procedures.
Perform general clerical work including maintaining appropriate files and compiling information for reports.
Understand the organization and operation of the assigned department, outside agencies, and the City necessary to assume assigned responsibilities.
Respond to questions from the public and City personnel regarding policies and procedures for assigned area.
Perform mathematical computations quickly and accurately.
Plan and organize work to meet schedules and timelines.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work.
This is the entry level in the Administrative Assistant class series. Positions at this level usually perform most of the duties required of the positions at the Administrative Assistant level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class is used as an entry-level class, employees will have two years of clerical experience involving public contact and education equivalent to the completion of the twelfth grade.
SUPERVISION EXERCISED
Exercises no supervision.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Perform a wide variety of clerical work including maintaining records, verifying accuracy of information, and recording information.
Perform a variety of routine bookkeeping duties including posting of prepared data and verification of data entered.
Provide information and forms to staff and the public; collect and process appropriate information; apply departmental and program policies and procedures in determining completeness of applications, records and files; collect and account for monies.
Type, proofread and word process a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda.
Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department information.
Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed.
Maintain detailed calendar of department activities and for assigned staff; arrange interviews, appointments, schedules, conferences, travel arrangements, and itineraries.
Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution; represent the assigned department in meetings and groups as assigned.
Maintain and account for limited office funds including petty cash fund.
Interpret regulations, policies, and procedures; make decision involving independent judgment and requiring specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision.
Collect and compile material for review and analysis; provide recommendations for changes in programs, policy, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and or approvals.
Participate and assist in the administration of the assigned office; supervise, organize, and manage all office activities associated with the office; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms.
Relieve department head of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
Assist in the preparation and monitoring of assigned budgets including to secure purchase orders, process invoices, monitor account balances, perform account transfers, compile annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
Serve as a primary resource and information source regarding department and program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary.
Organize the flow of communication through the assigned office in an efficient and effective manner with City staff, news media, the general public, businesses, and other agencies.
Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations.
Direct, coordinate and review the work plan for assigned staff; meet with staff to identify and resolve problems; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures.
Assist in a variety of department and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned.
Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff.
Initiate and maintain a variety of files and records for information related to the assigned department and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials.
Operate modern office machines and equipment including word processors, typewriters, printers, copiers, calculators, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records.
Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Standard office procedures, methods and computer equipment.
English usage, spelling, vocabulary, grammar and punctuation.
Principles and procedures of record keeping.
Basic word processing methods, techniques and programs.
Basic mathematical principles.
Numerical, alphabetical, and subject matter filing systems.
Principles and practices used in dealing with the public.
Skill to:
Operate modern office equipment including computer equipment.
Type at a speed of 50 words per minute and enter data at a speed necessary for successful job performance.
Ability to:
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures.
Learn the procedures and functions of assigned position.
Work under supervision within a well-defined framework of standard policies and procedures.
Perform general clerical work including maintaining appropriate files and compiling information for reports.
Understand the organization and operation of the assigned department, outside agencies, and the City necessary to assume assigned responsibilities.
Respond to questions from the public and City personnel regarding policies and procedures for assigned area.
Perform mathematical computations quickly and accurately.
Plan and organize work to meet schedules and timelines.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work.
Minimum Qualifications:
Experience:
Two years of clerical experience involving public contact.
Training:
Equivalent to the completion of the twelfth grade.
Experience:
Two years of clerical experience involving public contact.
Training:
Equivalent to the completion of the twelfth grade.
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment.
Application:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment.
Application:
A fully completed online application is required to be submitted. Incomplete, late, emailed, faxed and hard copy applications are not accepted. Resumes are not considered in lieu of the required online employment application. All certificates, resumes, cover letters, and other documents requested by the City for the position advertised, must be uploaded with your online application.
The Selection Process:
Those candidates who are determined to be best qualified based upon the information presented on the application materials will be invited to continue in the selection process which may include a qualifying written or performance evaluation and will include an interview weighted 100%. The City reserves the right to limit the number of interviews conducted. Candidates will be notified via e-mail or telephone if they qualify to move to the next step in the selection process. The interview score will determine ranking on the eligibility list and will remain in effect for one year.
Pre-employment background and medical examinations are additional requirements for hire. Failure on any part of the selection process will result in removal from the recruitment process. Please Note: If you have a disability that may require an accommodation in the selection process, please notify Human Resources in writing when you submit your application.
Salary : $49,536 - $61,860
ASSISTANT DIRECTOR OF PUBLIC WORKS
City of Montebello, CA -
Montebello, CA
Management Analyst (Public Works Services)
City of Arcadia -
CA 91066, CA
PUBLIC WORKS MAINTENANCE WORKER / EMERGENCY APPOINTMENT HOMELESSNESS
Los Angeles County Department of Human Resources -
Los Angeles, CA
