What are the responsibilities and job description for the Confidential Office Technician position at City of Salinas?
Summary of Duties: To perform a variety of responsible, confidential and complex clerical work, payroll, accounting, and administrative duties.
Distinguishing Characteristics: This is an intermediate level clerical class and is distinguished by the ability to perform the full range of duties with only infrequent instruction or assistance.
Essential Job Functions
- Types, proofreads, and processes a variety of documents, including letters, memos, agendas, reports, statistical charts, and forms
- Prepares, processes, and maintains all departmental personnel and payroll records for departmental staff
- Prepares and processes personnel actions, hiring requisitions, performance reviews, performance agreements, purchase orders, purchase releases, and workers’ compensation forms
- Processes leave request forms for vacation, annual leave, industrial leave, workers’ compensation, compensatory time, flexible benefit, or other payroll related forms
- Receives, sorts, and distributes payroll checks
- Prepares, maintains, and processes leave balance reports or other related lists or rosters
- May order, issue, and maintain departmental supplies
- Prepares, coordinates, and processes departmental billing requests, purchasing related documents and other accounting documents
- Acts as a receptionist; answers the telephone and serves the public and staff in a courteous and professional manner
- Responds to inquiries as it relates to payroll, leave time, over time, compensatory time, workers’ compensation, or other payroll related questions
- Researches and compiles information and data for statistical, financial reports, and special projects
- Checks records and forms for accuracy and completeness; sorts and files documents and records; maintains various filing systems
- Accepts and accounts for monies from fees
- Assists department director and/or departmental staff in preparing budget reports
- Recommends changes and assists in the development of office and departmental procedures
- Prepares travel authorization forms; informs departmental staff on amounts allowable for meals, mileage, registration and lodging
- Refers to City policies rules and regulations to respond and refer inquiries as appropriate
- Promotes and maintains safety in the workplace
- Performs other related duties as assigned
Minimum Qualifications
Knowledge of:
- Principles and practices of clerical, payroll, and administrative procedures
- Modern office methods and equipment
- Clerical and financial record keeping principles and procedures
- English usage, spelling, grammar, and punctuation
- Business arithmetic
- Computerized spreadsheet programs and/or Excel
Ability to:
- Make accurate mathematical computations
- Operate standard office equipment such as computers, copiers, calculators, and scanners
- Process detailed paperwork in accordance with specific policies and procedures
- Establish and maintain effective working relationships with City officials and staff, outside agencies, and the public
- Deal tactfully and courteously with the public and other employees
- Communicate clearly and concisely, both orally and writing
- Understand, apply, and explain a variety of organizational, departmental, and administrative policies, procedures, and related information
- Compile, maintain and monitor complex records, and information
- Work independently in the absence of supervision and work under pressure to meet deadlines
- Maintain confidential data and information
Skills to:
- Type at a speed of 40 words per minute
Education: High School Diploma/GED
Experience: Two years of increasingly responsible experience in any of the following areas:
- Clerical or administrative
- Payroll, payroll entry, time-card review experience
- Workers’ Compensation
- Finance, budget or accounting
Supplemental Information
Business office working environment subject to sitting at a desk for long periods of time, bending, crouching, or kneeling at files, pushing/pulling of file drawers and supplies, reaching in all directions and prolonged periods of time working at a computer terminal.
Employee must complete SB 1343 Sexual Harassment Prevention Training within six months of appointment and every two years thereafter.
Recruitment Contact:
Darlenne Birrueta
Darlenneg@ci.salinas.ca.us
Veteran’s Preference: A veteran is defined in accordance with California Government Code 18540.4. In order to exercise this preference, the veteran must submit the City’s Veteran’s Preference Application (Download PDF reader) and provide a copy of the DD-214 form at time of application as proof of military status. Failure to submit the required forms will be deemed a waiver of veteran's preference. Military veterans shall be given preference in initial appointment to City service. Further details can be obtained from the Human Resources Department, at 831-758-7254.
Public Employee Disaster Service Worker: In accordance with Government Code Section 3100, all City of Salinas employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.
Selection Process: Applicants’ qualifications will be evaluated based on the information provided on the employment application. The exam process may consist of an application appraisal, oral interview, assessment center and/or written exam. The City reserves the right to use alternate testing procedures if deemed necessary. CITY COMMUNICATION REGARDING THE SELECTION PROCESS WILL BE VIA E-MAIL. PLEASE ENSURE THAT YOU HAVE ACCESS TO THE E-MAIL ON YOUR APPLICATION. Finalist interview/assessment will be held with the City of Salinas.
Equal Opportunity Employer: The City of Salinas does not discriminate based on race, color, national origin, ancestry, sex, religion, sexual orientation, age, disability, marital status, political affiliation, or any other non-merit factor. The City of Salinas makes reasonable accommodation for qualified individuals with a disability. Individuals requiring any accommodation in order to participate in the testing process must inform the Human Resources Director in writing no later than the final filing date stated in this job announcement. Requests for accommodation should include an explanation of the type and extent of accommodations needed to participate in the selection process and/or to perform the duties of the job for which they have applied. EEO Utilization Report is available for candidate review upon request.
Salary Steps: The following applies for Full-Time Regular positions only. Appointments are normally made at the first step. Consideration is given for increase to the second step after successful completion of the probationary period. (Employees appointed at a higher step will be eligible for consideration for the next step after one year, providing they successfully complete a probationary period.)
