Office Assistant I and II (Seasonal)

SEASONAL/PART-TIME JOB OPPORTUNITY
Office Assistant I & II

Are you looking for a job opportunity where every day brings new opportunities to shine? The City of Hercules has what you are looking for! We are looking for energetic and detail-oriented Office Assistants ready to deliver exceptional customer service and help the community thrive. A self-starter, tech-savvy multitasker with a passion for organization and communication, would thrive in the Office Assistant I or II role. 

Under supervision (Office Assistant I) or general supervision (Office Assistant II), provides a variety of routine and customer service duties within the Parks and Recreation Department including registering participants in programs and classes, providing information, and collecting payments for child care, day camps, facility rentals and special events; and performs related duties as assigned. Employees may be assigned to one or more areas including Swim Center, Child Care, or Teen Center.

We encourage you to apply online for our Office Assistant I or II position with the City of Hercules! The deadline for the first review of applications is 5:00 p.m. on Tuesday, March 4, 2025.

Save the date!  Summer hiring interviews will be held on Saturday, March 8, 2025 at Hercules City Hall from 9 a.m. to 12 p.m. during All in One Interview Day – Summer Hiring Event.

Distinguishing Characteristics

Office Assistant I

The Office Assistant I is the entry level class in the Office Assistant series. This class is distinguished from the Office Assistant II by the performance of the more routine tasks and duties assigned to positions within the series. This class can be used as a training class.

Office Assistant II

The Office Assistant II is the journey level class in the Office Assistant series. This class is distinguished from the Office Assistant I by the performance of the full range of duties assigned. Employees at this level receive moderate instruction or assistance and are aware of the operating procedures and policies of the work unit. Positions in this class are normally filled by advancement from the Office Assistant I level.

Supervision Received And Exercised
Receives supervision (Office Assistant I) or general supervision (Office Assistant II) from the Recreation Manager and/or Recreation Coordinator or designee.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Answers inquiries, provides information and assists customers at the counter and by telephone.
• Collects and processes payments for all programs; collects and processes child care and other payments; enters data into RecTrac.
• Answers telephone inquiries as related to Recreation and Community Services.
• Ensures customers receive complete information about programs and activities and any applicable policies and regulations.
• Ensures department personnel policies and procedures are followed.
• Provides assistance in scheduling facility rentals, meetings, and classes.
• Enters, edits and retrieves data and prepares reports, following established formats; establishes and maintains files..
• Types correspondence, reports, forms and specialized documents related to the functions of the department.
• Proofreads and checks typed and other materials for accuracy, completeness, correct English usage, grammar, punctuation, and spelling.
• Assists in the preparation of class instructor payments, facility reservation confirmations and other routine office activities as needed.
• Attends regular staff meetings.
• Performs and/or assists in administering minor first aid to patrons as needed.
• Assists in monitoring and supervising the activities of patrons of all ages in the Community Center.
• Provides recommendations for improvement to office and program operations.
• Operates standard office equipment such as copiers, calculators, typewriters and multi-line telephones.
• Creates program attendance rosters; updates attendance rosters weekly with to add or remove participants; runs weekly rosters.
• Assists in all aspects of registration including but not limited to billing, payments, and other financial matters as they arise during registration; reviews program registration packets; requests any missing forms from program participants.
• Creates emergency binders; charts for any allergy and medical concerns; handles subsidized accounts; completes immunization records based on health information; reviews shot records; submits immunization reports to the Contra Costa Health Services.
• Performs custodial duties as needed, including sweeping, mopping, vacuuming, and trash removal.
• Provides breaks to other staff and assists with assigned activities as necessary.
• Ensures staff, children and site are safe at all times.
• Meets and greets visitors; gives tours for potential registrations as necessary.
• Collects mail daily and drops off payments as needed.
• Maintains and orders supplies as necessary.
• Performs related duties as required.

• Filing, indexing and cross-referencing methods.
• Correct English usage, including spelling, grammar and punctuation.
• Policies and procedures related to the department to which assigned.
• Basic business data processing principles.
• Basic record keeping principles and practices.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to

• Deliver exceptional customer service and resolve inquiries effectively.
• Execute precise clerical tasks, including record keeping, data entry, and accurate arithmetic.
• Compose routine correspondence from brief instructions.
• Operating centralized telephone equipment.
• Prioritize and coordinate multiple tasks efficiently.
• Understand and carry out oral and written instructions.
• Work well with children and families in an appropriate manner.
• Respect and resolve concerns and issues shared by children and/or parents.
• Communicate clearly and concisely, both orally and in writing.
• Utilize office equipment and software with proficiency including supporting word processing, spreadsheet, and database applications.
• Build positive relationships with team members exercising sound independent judgement.

Experience and Education / Training Guidelines: 
Any combination of experience and education / training that would likely provide the required knowledge and abilities may be qualifying.  A typical way to obtain the knowledge and abilities would be:

Office Assistant I 

Experience
Limited or no directly related work experience. Some clerical experience is desirable. Some clerical experience or working at Child Care sites is desirable.

Education/Training 
Equivalent to the completion of the twelfth grade.

Certificates / Licenses / Special Requirements 
Possession of a valid California Driver’s License and a satisfactory driving record as determined by the City’s policy.  
Possession of a current standard First Aid certificate.
Possession of a current Community CPR certificate.

Minimum Age
Eighteen (18) years of age.

NOTE: Candidates possessing the necessary skills and abilities may be given up to three months from time of appointment to obtain the above certificates, but must possess a valid California Drivers’ License. 

Office Assistant II 

Experience 
Two years of clerical experience or working at Child Care sites comparable to an Office Assistant I with the City of Hercules.

Education/Training 
Equivalent to the completion of the twelfth grade.  

Certificates / Licenses / Special Requirements 
Possession of a valid California Driver’s License and a satisfactory driving record as determined by the City’s policy.  
Possession of a current standard First Aid certificate.
Possession of a current Community CPR certificate.

Minimum Age
Eighteen (18) years of age.

NOTE: Candidates possessing the necessary skills and abilities may be given up to three months from time of appointment to obtain the above certificates, but must possess a valid California Driver’s License.

Application Process

1.  Submit a completed City of Hercules employment application online at www.herculesca.gov.  Only application materials submitted online during the filing period will be accepted.

Please refer to our Step by Step Application Guide for more information on the online application process.

2.  All qualified applications and supplemental responses will be competitively evaluated, and those candidates demonstrating the strongest qualifications for the position will be invited to participate in an interview.

Tentative Selection Plan
Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. The following dates are tentative and subject to change based on the needs of the City of Hercules:

Recruitment and Selection Process 

Action	Timeline
Application Deadline	Wednesday, April 30, 2025, at 11:59 p.m.*   *We encourage you to apply early. Once a sufficient number of applications are received the recruitment may close without further notice.
Review of Minimum Qualifications	The first review of applications will be completed on Tuesday, March 4, 2025, by 5:00 p.m.   We encourage you to apply early and by the above noted first review deadline.
Candidate Notices (Invitation to Interview)	If you are selected to interview on Saturday, March 8, 2025, at the All In One Day Hiring Event, you will receive an email on Thursday, March 6, 2025 with your interview time and location details.
Interviews	Saturday, March 8, 2025 Additional interview dates TBD/subject to need.
Candidate Notices (Pass/Fail Interview)	No later than 11:59 p.m. on Wednesday, March 12, 2025, you will be notified via email whether you passed or failed the March 8, 2025 interview. Information regarding the mandatory orientation will be included in that email.
Candidate Orientation	If you are selected to advance in the selection process, you will be required to attend a mandatory candidate orientation session. One session will be offered virtually, the other in person. Zoom: date/time TBD In Person: date/time/location TBD
Offer of Employment: Terms	Candidates should note that the final offer of employment is contingent upon the candidate passing a City-paid fingerprint check, pre-employment medical exam, drug and alcohol screening, and TB test.

The City of Hercules is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants.

If you have a disability and require accommodations in the testing process, please contact Human Resources by phone at (510) 799-8214 or by email at hr@herculesca.gov prior to the final filing date indicated on this job posting.

Environmental Conditions:
Office environment; exposure to computer screens.

Physical Conditions: 
Essential and marginal functions require the ability to walk, stand, or sit for prolonged periods of time in an indoor and outdoor environment; stoop, kneel, crouch, reach, finger, grasp, write, and perform repetitive motions, such as taking cash, replenishing supplies, using a computer and a telephone; hearing and speaking ability sufficient to carry on a conversation with another individual or group of individuals in person and by telephone; visual ability sufficient to read and produce printed materials and information displayed on a computer screen; competency to write, spell and relay accurate information on incident and accident reports.

Salary : $17 - $22