Chief Operating Officer

Job Summary

The City is a participating agency of the California Public Employees’ Retirement System (CalPERS) with a 2.7%@55 retirement formula. Employees are required to reimburse the City for the cost of the enhanced retirement formula, with the reimbursement being 6.67% of the employee’s PERSable compensation. The City pays the employee contribution to PERS(8%). In addition, the City participates in the Medicare portion of FICA only, and therefore there is no deduction made for social security.

JOB SUMMARY: Provides clerical support for an assigned division and/or department . Responds to public inquiries regarding division and/or department programs, services, policies and procedures.

Representative Duties

(Note: duties may vary depending upon assignment)

Files and maintains a variety of records, forms, documents and correspondence.

Reviews, sorts and distributes division and/or department mail. Prepares and distributes bulk mailings.

Performs data entry. Performs simple queries and mathematical calculations. Prepares and formats basic forms and reports.

Responds to inquiries from the public and other City staff in-person, over the telephone and by email. Assists customers with requests for information and services. Makes referrals to appropriate sources.

Provides information to the public and other City staff regarding division and/or department programs, services, policies and procedures. Assists customers with business transactions, including the completion of required forms and receiving payments. Assists customers in resolving disputes and discrepancies.

Assists in preparing a variety of written materials, including letters, notices, memorandums, forms, contracts, reports, flyers, handouts, agendas and minutes.

Performs other related duties, as assigned.

Requirements

Knowledge Of

Modern office procedures, practices and equipment.

Business English, spelling, punctuation and grammar.

Basic mathematics.

Recordkeeping principles and procedures.

Effective customer service techniques.

Ability To

Set up and maintain office files for electronic and hard copy documents.

Operate a variety of office equipment.

Communicate effectively both in writing and orally.

Respond to public inquiries in a tactful manner.

Provide effective customer service.

Establish and maintain effective and cooperative working relationships with City employees and the general public.

Perform basic mathematical computations.

Maintain confidentiality.

Learn required software applications.

Skill In

Typing at a corrected speed of 25 words per minute.

Performing data entry.

Working with personal computers and applicable software, including the Microsoft Windows operating system and Microsoft Word.

Reading, writing and communicating in English at an appropriate level.

Education, Training And Experience

Graduation from high school or equivalent. Two years of recent, paid work experience performing clerical support duties. Experience must have included frequent contact with the general public. An Associate’s degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.

Supplemental Information

Application Review Board : All applicants must submit clear, concise, and complete information regarding their qualifications for the position. All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate further in the selection process. Testing may consist of any or all of the following components:

Written Examination: to measure job-related knowledge and abilities.

Typing: Qualifying

Performance: to measure ability to use appropriate word-processing functions

on a computer using Microsoft Office 2007 (Qualifying).

Interview: to evaluate education, training and experience; technical knowledge; communication skills; and interpersonal skills.

NOTE: Resumes will not be accepted in lieu of the application or supplemental application materials.

Postmarks will not be accepted.

All employees of the City of Santa Monica are designated by both State and City ordinance to be "Disaster Service Workers." In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees' normal work assignments and may continue through the recovery phrase of the emergency.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and Marine Park Childcare Center.

Please describe your experience providing clerical support for an organization. Please include in your response your specific job duties, your employer, and dates of employment.

Describe your experience providing customer service to the general public. Please include in your response your specific customer service duties, your employer, and dates of employment.

Describe your experience with data entry and use of the following computer software applications: Word processing, spreadsheets, and databases. Please include in your response the software used, the task performed and the level of your skill using the application.

Typing Skills: Staff Assistant II positions require demonstration of a minimum typing speed of 25 wpm using a computer keyboard. A. Have you taken a typing test with the City of Santa Monica within the last twelve (12) months? If “YES” please list the name of the position you tested for and the exam date: B. Do you have a typing certificate issued within the last twelve (12) months? NOTE: If you wish to substitute a certificate for a typing test, a copy of the certificate must be submitted with your application. You may submit via e-mail to ***email_hidden*** or by facsimile to Mia Jensen at View phone number on workus.org.

Are you available to work at all City locations and in all City departments? If “NO” please list the locations/departments where you do not wish to be assigned:

Would you be willing to accept permanent, part-time work, (20-30 hours/week with benefits)?

• Yes
• No

Are you bilingual? If “YES” please list the language(s): (certification to a bilingual position shall require proof of proficiency)

• Required Question