Office Assistant

Under general supervision, provides office support to the Environmental Sustainability Department, including Building Safety and Environmental Programs. Responsibilities include assisting the public by answering questions via phone, email, and in-person, providing information, and directing inquiries to appropriate staff as necessary; performing office filing and assisting with records management functions; maintaining filing system, contacts database, employee lists, and inventories; providing typing, proofreading, and editing of a variety of documents and reports including preparing letters, memorandums, and email responses; generating and maintaining a variety of technical reports, spreadsheets, and databases using multiple computer applications and software including Microsoft Office Suite; developing correspondence, meeting minutes, forms, reports and other materials; scanning and indexing documents for electronic storage; performing related work as required.

IDEAL CANDIDATE

The ideal candidate will have knowledge of basic organization and function of public agencies, a familiarity of the public agency land development process; excellent written and verbal communication skills which includes correct grammar, spelling, punctuation, and vocabulary; strong time-management and multitasking abilities; proficiency with office applications, and aptitude for learning new software and systems; ability to work with the public independently and in a professional manner; strong interpersonal skills and the ability to provide excellent customer service to City staff and to the public, including the ability to handle conflicts and complaints; developed organizational skills and the ability to manage time effectively, coordinate multiple projects simultaneously, work in an environment with interruptions, consistently meet deadlines, and be flexible to changing priorities; understand records management principles and practices; standard office administrative practices and procedures, including the use of standard office equipment and computer applications. The candidate will have skill in providing varied and responsible administrative work requiring the use of independent judgment, tact, and discretion, and can respond to and effectively prioritize tasks, multiple phone calls, walk-up traffic, and other requests/interruptions. The ideal candidate will be highly organized and meticulous, who will display excellent verbal and written communication skills, and can provide a high level of customer service to the public and City staff, in person and over the telephone. The ability to organize own work, coordinate projects, set priorities, meet critical deadlines, and follow up on assignments with minimal direction is essential. A desired candidate will have experience in coordinating budgets and expenses; helping to develop internal processes; experience in a fast-paced, professional, and customer-service oriented environment; the ability to establish and maintain effective working relationships with employees and those contacted in the course of the work.

• Receives and screens visitors and telephone calls; takes messages, directs visitors and callers to the appropriate office or person; provides information to City staff, other organizations, and the public regarding City and departmental activities and functions, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances.

• Organizes and maintains various administrative, confidential, reference, and follow-up files, following an established filing system; researches and compiles information from such files and purges files as required; conducts data entry.

• Attends to a variety of office administrative details such as opening and distributing mail, preparing outgoing mail, transmitting information, arranging for equipment maintenance, maintaining supplies and tickler files, maintaining appropriate records, and making copies.

• Prepares correspondence, reports, forms, receipts, notices, vouchers, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, or computer with form templates.

• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.

• May collect and account for fees and other monies collected and reconcile cash and credit card transactions.

• Observes and complies with all City and mandated safety rules, regulations, and protocols.

• Performs related duties as required.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Education:

Equivalent to completion of the twelfth (12th) grade.

Experience: 

One (1) year of clerical experience.

Licenses and Certifications:

• None required.

Positions at the Office Assistant level may exercise some of these knowledge and abilities statements in a learning capacity.

Knowledge of:

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.

• Standard office administrative and secretarial practices and procedures, including the use of standard office equipment.

• Records management principles and practices.

• Business arithmetic and basic statistical techniques.

• Appropriate reception and telephone etiquette. 

• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.

• City and mandated safety rules, regulations, and protocols.

• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff. 

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Provide varied and responsible secretarial and office administrative work.

• Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions.

• Establish and maintain records for the assigned department.

• Make accurate arithmetic and basic statistical calculations.

• Recommend process improvement changes to streamline procedures and implement upon approval.

• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

• Prepare clear and concise reports, correspondence, documentation, and other written materials.

• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.

• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Salary : $52,958 - $69,098