What are the responsibilities and job description for the Senior Office Assistant (Part-time) - Aquatics position at City of Dublin (CA)?
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The City of Dublin is seeking one energetic and self-motivated Senior Office Assistant in the Parks and Community Services Department. This position reports to the Aquatic Recreation Supervisor and will perform responsible administrative and customer service orientated support to the department and community and oversee the front counter at The Wave, Emerald Glen Recreation and Aquatic Center. Front counter operations include customer registration, handling customer requests and concerns, disseminating information, and ensuring all classes and programs are correctly advertised in the Activity Recreation Guide and registration software system. Additionally, they will monitor, create and pull financial reports, and reconcile the daily deposit.
Work schedule:
Off-season (approximately Labor Day to Memorial Day)
Monday - Thursday - 8:00 a.m. to 1:00 p.m.
Summer season (approximately Memorial Day to Labor Day)
Tuesday - Thursday - 8:00 a.m. to 3:30 p.m.
Friday and Saturday - 10:00 a.m. to 5:30 p.m.
General Purpose:
To perform a wide variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department.
Distinguishing Characteristics:
This class is the advanced journey level class of the Office Assistant series and is distinguished from the II level by the degree of independence and specialized knowledge exercised in the performance of job duties. Incumbents at this level may assume overall clerical responsibility for an assigned program area involving maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program, or they may be involved in providing lead support to positions within the Office Assistant I/II class.
Supervision Received and Exercised:
- Receives general supervision from management or supervisory personnel.
- May exercise technical and functional supervision over assigned clerical positions.
The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Perform a variety of complex, specialized and responsible clerical duties in support of important functions or programs within a department.
- Assume overall clerical responsibility for an assigned program area that involve maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program as assigned.
- Provide lead support, as assigned, to positions within the Office Assistant series including assigning and reviewing work, and responding to questions and situations about which less experienced staff have not been exposed.
- Provide office management support to an independent office, as assigned, involving the performance of a broad range of administrative tasks including ensuring that work is handled on a priority basis and completed in a timely manner, and handling routine purchasing and budget duties.
- Respond to complaints and requests for information on regulations, procedures and policies relating to responsibilities assigned.
- Type a variety of written material from rough draft, dictaphone or verbal instructions using word processing equipment as assigned.
- Act as a receptionist; screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information based upon departmental policies and procedures.
- Compile information from a variety of sources as requested.
- Maintain financial, statistical and/or operational reports and records as applicable.
- Compose routine correspondence independently.
- Perform general clerical duties including filing, document imaging, checking and recording information on records, and processing routine requests for information.
- Participate in the preparation of assigned budget.
- Build and maintain positive working relationships with co-workers, other city employees and the public using principles of good customer service.
- Performed related duties as assigned.
THE IDEAL CANDIDATE WILL:
- Adapt effectively to changes in work processes with optimism.
- Complete work consistently with great care and completeness.
- Ensure clear, timely communication with others.
- Demonstrate diplomacy and tact.
- Be cooperative, considerate, and tactful in dealing with customers, co-workers, and the public.
- Work comfortably with technology.
- Research problems and formulate alternative and/or creative solutions to problems.
- Build and maintain effective working relationships with peers and external partners.
Training and Experience:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of the twelfth grade.
Experience: Three years of increasingly responsible clerical experience
Knowledge of:
- Filing and record keeping systems.
- English usage, spelling, grammar, and punctuation.
- Modern office procedures, methods and computer equipment.
Ability to:
- Perform a variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department.
- Understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities.
- Work independently with limited supervision and exercise initiative and sound judgment.
- Apply operating rules and procedures of assigned department.
- Work cooperatively with other departments; outside agencies, and the public.
- Interpret and apply departmental policies, procedures, and rules.
- Establish and maintain financial records; perform mathematical computations.
- Operate a variety of office equipment such as a calculator, computer and keyboard.
- Type at a speed necessary for successful job performance.
- Compile and maintain complex and extensive records and files.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; observe performance and evaluate staff; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; interact with City management, other governmental officials, contractors, vendors, employees and the public.
Salary : $36 - $45
