Office Assistant I/II

OPPORTUNITY

DUTIES

These duties are a representative example; position assignments may vary depending on the business needs of the department and organization.

This position:

• Performs a wide variety of general clerical work including filing, checking, and recording information on records.
• Types, proofreads, and processes a variety of documents including general correspondence, memos, statistical charts from rough drafts, and various reports; types from oral direction, rough drafts, copy, notes, or transcription machine.
• Maintains appropriate records, logs, and files to facilitate day-to-day administrative operations.
• Acts as a receptionist; screens calls and visitors; responds to inquiries, complaints and request for information as appropriate, referring the more complex requests to the appropriate individual.
• May be responsible for completing mail runs and deliveries for the department.
• May receive, sort, and distribute incoming and outgoing correspondence and mail.
• Provides general clerical support to onsite staff.
• Scope of assigned area will depend on departmental structure and is at the discretion of the department director.
• Upholds the values of the organization and has strong customer service orientation.
• Performs other related projects and duties as assigned.
• Demonstrates regular, reliable and punctual attendance.

MINIMUM QUALIFICATIONS

• Office Assistant I
  • Ideally, one year of general office and clerical experience; and
  • Graduation from high school.
  • An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
• Office Assistant II
  • Ideally, two years of general office and clerical experience; and
  • Graduation from high school
  • An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
  • Employees may be considered for a level II advancement after completion of one year in their current assignment, at the Department Director's discretion.
• Current technical/professional knowledge of complex principles, methods, standards and techniques associated with the scope of work of a recognized profession, such as:
  • The organization, procedures, and operating details.
  • Effective verbal, written and interpersonal communication skills.
  • Microsoft Office Suite (or equivalent).
  • Use computer and other office equipment effectively.
• Desired licenses and/or certificates associated with the assignment.

Individual Contributor

Incumbents should have a solid foundation of the Individual Contributor Competencies identified by the organization to be essential and listed in order of importance.

• Team Player - Effective performers are team oriented, share resources, respond to requests, and support a spirit of cooperative effort.
• Customer Orientation - Effective performers are in touch with community needs and review the organization through the eyes of Santa Maria residents. They go out of their way to anticipate needs.
• Integrity - Effective performers think and act ethically and honestly, take responsibility for their actions and foster a work environment where integrity is rewarded.
• Communicativeness - Effective performers recognize the essential value of continuous information exchange and the competitive advantage it brings. They actively seek information from a variety of sources and disseminate it in a variety of ways. They use modern technologies to access and circulate information, even across great distances. They take responsibility for ensuring that their people have the current and accurate information needed for success.
• Initiative - Effective performers are proactive and take action without being prompted. They do not wait to be told what to do or when to do it. They see a need, take responsibility, and act on it. They make things happen.
• Composure - Effective performers maintain emotional control, even under ambiguous or stressful circumstances, and demonstrate emotions appropriate to the situation.
• Functional/Technical Expertise - Effective performers are knowledgeable and skilled in a functional specialty (e.g., finance, public works, planning, information technology, human resources, etc.), and remain current in their area of expertise.
• Problem Solving & Decision Making - Effective performers identify problems, solve them, act decisively, and show good judgment.
• Learning Agility - Effective performers continuously seek new knowledge, are curious, learn quickly, and use new information effectively.
• Drive/Energy - Effective performers have a high level of energy and are ambitious and passionate about their role. They have stamina and endurance to maintain a fast pace.

SELECTION PROCESS

• Possession of a valid and appropriate Driver License. Must have and maintain a satisfactory driving record and meet City liability requirements to drive for City business.
• Requires completion of a background investigation to the satisfaction of the City.
• The incumbent must meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.
  • Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.

The following benefits vary by bargaining unit. For full benefit information please refer to the Memorandum of Understanding or compensation resolution available at https://www.cityofsantamaria.org/services/departments/human-resources/salary-group-agreements.

Retirement
The City of Santa Maria is a member of the California Public Employees' Retirement System (CalPERS). Your benefit factor is determined by the retirement formula, age, service credit and final compensation. Based upon your bargaining unit and hire date the benefit factor will vary.