PTS Office Assistant

Description/Duties & Responsibilities

The City’s Capital Improvement Projects division is currently recruiting for a part-time, temporary, seasonal (PTS) employee to provide a wide range of administrative and field support to the Project Manager of the yearly Slurry project in the City’s Public Works department.

This position is anticipated to work up to 40 hours per week Monday-Friday (8:00 a.m.-5:00 p.m.), based out of City Hall. The assignment is expected to last up to ten months, but may be extended depending on needs.

DUTIES AND RESPONSIBILITIES:

• Provides exceptional customer service, including answering incoming calls with contractors, City staff, and residents
• Provides clerical support inputting, maintaining, and tracking resident information
• Prepares a variety of general office correspondence, memos, and reports; photocopies and collates documents and distributes them to appropriate recipients
• Organizes and maintains various project files
• Provides general budget support, including preparing invoices, purchase requisitions, and change orders
• Prepares materials for meetings, events, and mailings
• Prepares meeting minutes and agendas for weekly project meetings between the project manager and consultants or contractors; emails meeting reminders and agendas to attendees
• Updates and maintains contact lists and records of consultants and contractors
• Performs other duties and responsibilities as assigned

Education and Experience

• High School Diploma or GED equivalent
• Two years general office experience performing clerical duties, administrative support for projects, and providing customer service both on the phone and in-person
• Construction Management support highly desirable

Knowledge and Abilities

• Knowledge of general office practices and procedures
• Strong verbal communication skills and the ability to respond to customer questions about the division’s policies and procedures
• Strong written communication skills and the ability to prepare general correspondence, emails, forms, and reports
• Ability to provide excellent customer service to staff and the public including the ability to handle conflicts and complaints tactfully
• Strong attention to detail and the ability to prepare reports and perform simple mathematical calculations
• Strong file management skills and the ability to develop and maintain accurate records and filing systems
• Thorough knowledge and understanding of English grammar and composition and the ability to proofread and edit documents for accuracy and relevant information
• Strong interpersonal skills and the ability to develop and maintain effective working relationships with employees, managers, and outside agencies
• Strong team player and ability to work both independently and as part of a team
• Strong problem-solving skills and the ability to organize and prioritize a variety of tasks related to construction management in an effective and timely manner
• Strong computer skills and proficient in Microsoft Outlook, Word, and Excel
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds may be required

Additional Information

APPLICATION PROCESS:

An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.

All offers of employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees.

As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.

In addition, part-time, temporary, and seasonal (PTS) employees may be required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment.

Part-time, temporary, and seasonal (PTS) workers are at-will. Generally, PTS employees are limited to no more than 999 hours.

For more information and to apply online, please visit http://www.santaclarita.gov/.

APPLICATION DEADLINE: Wednesday, February 12, 2025, at 12:00 p.m.

The City of Santa Clarita is an Equal Opportunity Employer