Office Assistant, Public Works

Office Assistant

The Office Assistant position provides a wide range of clerical support for the Public Works Administration division in a fast-paced, customer-service-oriented environment, with a high-volume workload and time-sensitive deadlines.

Duties and Responsibilities:

• Provides clerical support for employees in the Public Works Administration division, including maintaining calendars; scheduling meetings; making travel and training arrangements, answering incoming calls; receiving, sorting, and processing mail; ordering department supplies; and providing backup support to the Executive Administrative Assistant
• Assists employees and the public with questions and problems by phone and in person; provides information about City programs, projects, and procedures
• Types, proofreads, edits, and mails a large variety of documents, forms, general correspondences, and reports, including City Council agenda reports, memos to City Council, and emails to residents
• Provides records management functions for the department, including tracking and preparing files for annual destruction
• Renews, updates, and tracks employee memberships
• Coordinates and distributes department monthly goals; compiles information for the department's annual report
• Assists with reviewing, tracking, and compiling information for the department budget and processing invoices
• Provides support for biannual department meetings
• Performs other duties as assigned

Education and Experience:

• High School Diploma or GED equivalent
• One year of clerical support experience in a professional office setting
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered

Knowledge and Abilities:

• Strong written communication skills and knowledge of basic math, business English, spelling, grammar, and punctuation rules, as well as the ability to correctly proofread and edit correspondence for accuracy and relevance
• Strong verbal communication skills and the ability to professionally communicate with varying levels of leadership and employees at all levels of the organization and the public; kind, approachable communication style
• Strong work ethic; reliable and dependable with the ability to appropriately handle sensitive information using professional judgment and confidentiality
• Strong organizational skills and the ability to manage time effectively, coordinate multiple projects simultaneously, work in an environment with constant interruptions, be flexible to changing priorities, consistently meet time-sensitive deadlines, all with a can-do attitude
• Strong customer service skills and the ability to provide excellent service to staff and the public, including the ability to effectively handle conflicts and complaints from upset customers; ability to understand, interpret, and explain City policies, regulations, and procedures to others
• Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public, and be a team player
• Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint; quick learner with the ability to learn additional software tools and databases
• Strong file management skills and the ability to set up and maintain effective tracking and filing systems
• Strong attention to detail and the ability to produce work that is both accurate and complete
• Self-motivated with the ability to work both independently and as part of a cohesive work team
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds

Additional Information:

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. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.

All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen 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. All new employees are 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. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.

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.

Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.

The City of Santa Clarita is an Equal Opportunity Employer