P/T Office Assistant

Job Title: Administrative Services Clerk

Seeking two highly motivated customer service-oriented individuals to support our Administrative Services and City Clerk departments. Positions are limited to 19 hours per week. Under general supervision, performs a variety of general office clerical work in an assigned department including answering phones, processing mail, and composing and filing documents and records; and performs related work as required. Supervision received and exercised receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff. Class characteristics this journey-level classification is responsible for independently performing general office clerical duties in support of an assigned department. Positions at this level exercise judgment and initiative in their assigned tasks, 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. Part-time positions are not eligible for City benefits, except for those benefits required by law. The City does not participate in the Social Security system. However, participation in an alternative retirement program is mandatory. The total required retirement contribution is 7.5% of base earnings. Part-time employees may not work more than 19 hours per week. Part-time employment is at-will and does not confer permanent or vested employment rights. Certain City operating budgets may not include funding for required CalPERS employer contributions. As a result, a qualified candidate who is a current or past CalPERS member, from a former employer, may be ineligible for part-time employment with the City of Lomita.

Examples Of Duties

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so qualified employees can perform the essential functions of the job. Answers and replies to incoming telephone calls, voice mail messages, and e-mails; provides information and answers questions; addresses issues and concerns from members of the public, vendors, and City staff; refers issues to the appropriate staff or department; greets visitors at City facilities; schedules appointments for customers to meet with staff; distributes literature pertaining to City services and events. Collects, timestamps, opens, and distributes incoming mail, packages, email communications, incoming faxes, correspondence, reports, and requests for service and complaints, and distributes to appropriate staff; posts mail, adds postage to postage machine, and ensures the machine is clean and maintained in good working order; orders office supplies. Composes, types, formats, and proofreads a variety of documents and correspondence; checks drafts for punctuation, spelling, and grammar, and suggests corrections; compiles a variety of informational materials. Creates, organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; maintains filing systems. Initiates purchase orders and maintains related records; maintains petty cash account, as directed. Operates a variety of office equipment including a calculator, personal computer, facsimile, copier, and postage meter. Observes and complies with all City and mandated safety rules, regulations, and protocols. Performs other duties as assigned. When assigned to the City Clerk's Office assists with City Council agenda packet preparation, assembly, posting, distribution, and maintenance; assists in preparing council chamber for meetings. Attends meetings of boards, commissions, and committees, as directed; records and transcribes meeting proceedings and prepares minutes for approval. When assigned to the Administrative Services Department issues applications for water service and business licenses. Processes, prints, and collects water billing and payments. When assigned to the Human Resources Division assists with recruitment, phones calls, emails, applicant correspondence, filing, copying, scanning. Prepare Personnel Action Forms, memos, flyers, orientation packets, and interview packets. Assists with open enrollment and other employee activities. When assigned to the Public Works Department maintains daily records of hours worked for departmental employees and prepares related reports. Maintains departmental employee records and prepares personnel action forms of employees regarding official actions. Takes meeting minutes and prepares agendas for department meetings.

Knowledge, Skills, & Abilities

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: possession of a high school diploma or G.E.D. required. Experience: two (2) years of increasingly responsible general office clerical and/or public contact experience. Licenses and certifications: none. Physical demands must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental conditions employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. When assigned to the Recreation Division, employees may occasionally work in an outdoor environment and are exposed to outside weather conditions that are mild; however, exposure to inclement weather conditions may occur occasionally. The noise level in the work environment is usually moderate; however, the incumbent may be exposed to high noise levels at sporting events and other special events. Working conditions may be required to work occasional evenings and weekends for Council or Committee meetings and/or special events.

Qualifications

Knowledge of general office business and administrative practices. City organization and structure. Report and letter writing. General recordkeeping and reporting systems. Filing, indexing, and records management. Telephone and receptionist techniques. Business arithmetic. 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. Ability to perform journey level general office clerical work for an assigned department or office. Demonstrate responsibility when handling sensitive matters or confidential documents. Prepare and type a variety of documents and forms such as correspondence, agendas, and reports. Apply, explain, and work in accordance with applicable laws, policies, and procedures. Handle and resolve requests or complaints in a professional manner. Understand and respond to requests for assistance from the public and City staff, both on the telephone and in person; take detailed messages. Receive, open, review, sort, date stamp, and distribute mail. Follow written and verbal instructions. Prepare reports with accuracy and speed and make accurate mathematical calculations. Read and write at the level required for successful job performance. File and maintain automated and hardcopy records with accuracy. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. 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. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. 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.