Office Assistant I/II - Code Enforcement

Office Assistant I/II

The City of Murrieta is accepting applications for the position of Office Assistant I/II to fill one (1) current vacancy in our Code Enforcement Division of the Development Services Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

The City of Murrieta is seeking a customer service-oriented and highly organized professional to serve as an Office Assistant I/II within the Code Enforcement Division. This position provides essential administrative and customer support functions for Code Enforcement Staff. The ideal candidate will thrive in a fast-paced public service environment and demonstrate strong communication, multitasking, and organizational skills while assisting residents and City staff. This role plays an important part in supporting daily operations, processing complaints, and helping ensure efficient, responsive, and professional service to the community.

Work Schedule: This position is currently assigned a regular 9/80 work schedule; however, the schedule is subject to change based on operational needs.

Under immediate (I) to general (II) supervision, performs a variety of routine to moderate office support activities for an assigned City department or division, which may include word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices, record keeping, report preparation, and filing; provides information to the public and City staff; and performs related work as required.

Receives immediate (Office Assistant I) to general (Office Assistant II) supervision from assigned supervisory or management staff. Exercises no direct supervision over staff.

Office Assistant I - This is the entry-level classification in the office support series. Initially under close supervision, incumbents learn and perform routine administrative and office support duties, including document preparation, record-keeping, researching, compiling, and organizing information from various sources, screening telephone calls, visitors, and mail, and directing questions to the appropriate staff. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently.

Office Assistant II - This is the fully qualified journey-level classification in the office support series. Positions at this level are distinguished from the Office Assistant I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Office Assistant I/II class series are flexibly staffed; positions at the Office Assistant II level are normally filled by advancement from the Office Assistant I level; progression to the Office Assistant II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the Office Assistant II level.

Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations consistent with the Americans with Disabilities Act (ADA) and California Fair Employment and Housing Act (FEHA) to enable qualified individuals to perform the position's essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role's overall responsibilities.

Performs a variety of support duties related to the work unit to assist staff in routine office activities

Gathers information from a variety of sources for the completion of forms, records, applications, and other documents; contacts individuals to obtain additional information as needed

Processes various forms, applications, permits or other documents specific to the organizational unit; maintains records and files; tracks documents and generates reports

Uses word processing software to produce various documents from drafts, notes, dictation, or brief instructions, which may include correspondence, reports, records, forms, notices, meeting minutes, etc.; may compose routine correspondence and other documents as required

Performs other routine clerical support work as required, which may include but is not limited to copying documents, filing/retrieving files, processing mail, faxing information, collating documents, maintaining lists and logs, scanning/imaging/indexing documents, and ordering and maintaining inventory of supplies and forms; processes and tracks purchase orders

Proofreads and checks materials for accuracy, completeness and compliance with departmental policies and regulations

Establishes and maintains office files, and researches and compiles information from such files

Enters and retrieves computer data; generates routine computer reports and spreadsheets

Prepares and distributes public hearing notices related to various department services and programs

Provides professional and courteous customer service at all times; greets and assists office visitors

Answers the telephone; provides accurate information and answers general questions or forwards calls to appropriate staff person; takes messages as necessary; may use radio equipment to communicate with field personnel

Performs various bookkeeping tasks, including but not limited to calculating monies due, collecting and receipting monies, reconciling credit card statements, processing reimbursements, preparing bank deposits, completing check requests, and processing and tracking invoices

Schedules, coordinates and assists in setting up rental facilities for City and public; processes applications; ensures proper insurance documents; maintains facility calendar; responds to questions; processes refunds; opens and secures assigned facilities; arranges for facility and equipment set up in accordance with customer needs for classes, rentals, meetings, and special events; monitors the proper and safe use of City facilities by the general public and ensures adherence to rules and policies; ensures the cleanliness and safety of facilities throughout the day

Schedules appointments, procedures, activities, and meetings as required; maintains calendars

Provides information and assistance to City staff, other agency personnel, and the public, requiring the understanding of policies, procedures or rules

Attends various meetings and training as required or appropriate

Completes special projects as assigned

Monitors and ensures office equipment is properly maintained and functional; coordinates service calls

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

Performs other duties as assigned

Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes:

Office Assistant I/II - High School Diploma or equivalent (GED), and

Office Assistant I - One (1) year of general clerical or office support experience, or

Office Assistant II - Three (3) years of responsible general clerical or office support experience

Ability to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.

In accordance with Government Code 3100, this position is declared to be a disaster service worker subject to such disaster service activities as may be assigned to them by their superiors or by law.

Final candidates must successfully complete a basic pre-employment screening process, which includes a Department of Justice Live Scan (DOJ/LS) background check and a non-safety pre-employment physical examination to ensure the ability to perform the essential functions of the position, with or without reasonable accommodation.

Knowledge of City and department programs, goals, and policies and procedures of the assigned department or division

Principles and practices of data collection and report generation

Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program

Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility

Standard office management and secretarial/clerical practices and procedures.

Record-keeping principles and procedures

Business arithmetic, including percentages and decimals

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

Respond to and effectively prioritize multiple phone calls and other requests for service

Compose correspondence and reports independently or from brief instructions; maintain records and databases

Understand and explain department policies and procedures, and standards

Compose routine correspondence and reports independently or from brief instructions

Type and/or word process accurately at speeds necessary for successful job performance

File materials alphabetically, chronologically, and numerically