What are the responsibilities and job description for the Senior Office Assistant/ Office Assistant position at City of Glendora?
The City of Glendora has immediate openings for Senior Office Assistant and Office Assistant positions in the City Clerk, Public Works, and Recreation and Human Services Departments. This recruitment will also establish an eligibility list to fill future vacancies across all City departments.
The City of Glendora is seeking an energetic and customer service-oriented individual committed to public service to join our team. The ideal candidate will be a motivated self-starter with strong organizational skills and the ability to complete tasks independently in a fast-paced environment. If you are organized, enjoy working both independently and collaboratively, and are passionate about serving your community, we encourage you to apply!
Experience and/or college courses related to local government is preferred.
For positions in the City Clerk Department, candidates must possess or be able to obtain a valid Notary Public license and Passport Acceptance Agent certification within 12 months of appointment, with both certifications maintained throughout employment. The City will cover all training and associated costs.
Under general supervision, performs a variety of clerical/secretarial duties of moderate difficulty and routine administrative and technical/programmatic tasks in support of department/city wide programs; performs related duties as required.
Some of the typical duties of the Office Assistant include but are not limited to, the following:
- Types a variety of documents in draft and final form such as correspondence, standard forms, charts, and reports using standard electric typewriter or word processing equipment; types from written, recorded, or printed sources and/or oral instructions; proofreads materials for correct grammar, spelling, and punctuation.
- Prepares, validates, processes, and/or checks a variety of documents and records, such as timesheets, invoices, confirming requisitions, personnel action forms, and public notices for completeness, accuracy, and submission standards; compiles and records fiscal and statistical data according to established procedures; may keep petty cash; may check deposits; may sort and distribute mail.
- Receives the public and/or work unit clients and answers calls; receives complaints and requests for information or action; determines how incoming calls should be routed; directs people to appropriate City staff and offices as well as outside agencies and companies; answers routine questions; explains routine procedures, processes, or departmental activities; distributes and explains forms such as applications or permits; obtains routine factual information to create or update client/work unit files; provides routine assistance.
- Receives, logs in, processes, and routes a variety of documents, plans, permits, applications, and/or other documents and information; maintains assigned logs.
- Compiles routine reports by extracting and/or tabulating information from a variety of sources such as files, correspondence, meeting notes, logs, previous reports, and/or oral instruction.
- Recommends and assists in implementing office programs and clerical systems, procedures, and policies.
- Provides temporary and vacation relief in similar occupational fields as necessary.
For a complete Office Assistant job description click HERE.
Some of the typical duties of the Senior Office Assistant include but are not limited to, the following:
- Provides direct clerical/secretarial support to one or more professional or management positions; receives visitors; schedules appointments; prepares, edits, assembles, and distributes correspondence, documents, reports, agenda packets, newsletters, booklets, brochures, personnel actions, and other materials and information; may transcribe recorded dictation.
- Handles routine administrative tasks associated with departmental/city wide programs; establishes and carries out record keeping procedures; develops or obtains forms and documents; interfaces with other City staff and outside agencies in obtaining information and coordinating activities.
- Composes correspondence and compiles reports from a variety of sources; assists in the performance of administrative and technical/programmatic tasks, utilizing judgment in the application of policy; facilitates transmission of information to other offices and agencies.
- Receives inquiries from the public and other departments and agencies; answers phones and routes calls or provides information requiring an understanding of department policies and procedures.
- Performs a variety of clerical tasks including typing and/or data entry, proofreading, filing, editing, and office machine operation including word processing or operation of other automated systems; enters payments into systems; sorts, files, prepares, and/or processes a variety of documents and records according to established procedures; makes travel and meeting arrangements; maintains payroll records; enters requests for purchase orders; orders supplies and equipment; pays for invoices.
- Types staff reports; prepares or assists in the preparation of agenda items; may take minutes at staff or other meetings; may serve as a notary public.
For a complete Senior Office Assistant job description click HERE.
Education and Experience:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.
Office Assistant:
Requires a high school diploma or equivalent, along with two years of experience in clerical work involving a range of typing and office operations. Additional training in the clerical field is preferred.
Senior Office Assistant:
Requires a high school diploma or equivalent, supplemented by coursework in office procedures, office applications (including word processing), and filing. Candidates must have at least three years of experience in clerical or secretarial work.
Knowledge and Skill Levels:
Working knowledge of related secretarial and general office methods and techniques including office equipment operation; fiscal record keeping; records processing and maintenance procedures and systems; preparation of complicated documents requiring specialized and/or statistical typing. Working knowledge of the basic functions and organization of City government; departmental and program related policies, procedures, and processes; personal computers and related software applications including word processing, desktop publishing and spreadsheet software.
Special Requirements:
Possession of or ability to obtain a Class C California driver’s license and a satisfactory driving record, may be required for some assignments.
Office Assistant:
Candidates must demonstrate the ability to type at a minimum rate of 45 net words per minute (WPM).
Senior Office Assistant:
Candidates must have at least three years of experience in clerical or secretarial work and possess the ability to type at a minimum rate of 55 net WPM.
Salary : $41,042 - $55,066
