Office Assistant

Have you ever wondered how you would begin a career in the public sector working for a City? Now is your opportunity! The City of San Juan Capistrano is currently recruiting for a full-time entry-level Office Assistant. The position will be assigned to the City's very active Community Center in the Public Works and Community Services Department, assisting residents, visitors, and community groups, and providing clerical support to the department. This position is open until filled - apply now for this exciting career opportunity! 

The Office Assistant provides a variety of routine support for an assigned department or division including keyboarding, data entry, filing, and answering phones; provides customer service, information, referrals, and assistance to the general public and other departments; maintains various files and records; and performs a variety of clerical tasks and administrative support tasks relative to assigned area of responsibility.

This position receives immediate supervision from assigned supervisory staff.Performs routine office clerical duties in support of an assigned department or division; receives and directs telephone calls and visitors; provides information on department or division services and operations.

Acts as a receptionist; answers the telephone and provides information on departmental and City policies and procedures as required.

Maintains a variety of files and records in assigned department; files in accordance with established filing system.

Opens and distributes the mail in assigned department; sorts and processes outgoing mail.

Provides customer service, information, referrals, and assistance to the general public and other departments in reference to assigned area of responsibility.

Answers queries from general public and referring them to proper City department.

Provides applicable forms to the public as needed; types, word processes, and proofreads a variety of documents.

Operates a variety of office equipment including copiers, postage meters, facsimile machines, and computers; input and retrieve data and text; organizes and maintains disk storage and filing.

Orders, receives, and organizes materials and supplies.

May assist in the implementation of various recreation programs, to include but not limited to, senior citizen programs, athletic programs, afterschool programs, facilities and special events.

Performs related duties and responsibilities as required.Knowledge

• Principles and practices of filing and record keeping.
• Methods and techniques of word processing.
• Principles of business letter writing and basic report preparation.
• Modern office procedures, methods and equipment including computers.
• English usage, spelling, grammar and punctuation.

Skills

• Bi-lingual Spanish-speaking skills are highly desired
• Preparing a variety of correspondence and documentation.
• Performing a variety of general clerical work.
• Typing at a speed necessary for successful job completion.
• Operating a variety of office machines including a word processor.
• Maintaining a variety of files and records.
• Responding to requests and inquiries from the general public.
• Understanding and following oral and written instructions.
• Communicating clearly and concisely, both orally and in writing.
• Establishing and maintaining effective working relationships with those contacted in the course of work.

Experience:

• One year of general clerical support experience. 

Training:

• Equivalent to completion of the twelfth grade.

SUPPLEMENTAL INFORMATION: 

Working Conditions: Environmental Conditions - Primarily office environment; extensive public contact; exposure to computer screens. Physical Conditions - Essential functions may require maintaining a physical condition necessary for sitting and/or standing for prolonged periods of time; extensive use of computer keyboards; visual acuity; and may require occasional lifting up to 25 lbs.

Equal Opportunity Employer: The City of San Juan Capistrano is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. We encourage you to inform Human Resources at least two business days prior to the first phase of the selection process if you have a disability that may require an accommodation.
  
Note: All employees of the City of San Juan Capistrano are designated by both State law and City ordinance to be “Disaster Service Workers.” In the event of a declared emergency or an undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers.   Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.

Salary : $4,028 - $4,897