Staff Assistant II

Job Summary

Only the first 200 qualified applications will be accepted for further consideration. Provides clerical support for an assigned division and/or department. Responds to public inquiries regarding division and/or department programs, services, policies and procedures. The eligible list that is established from this recruitment will be used to fill all permanent and as-needed Staff Assistant II vacancies that occur in the City during the life of the list.

Representative Duties

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

How to Apply: Applicants must submit a completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process. If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so will result in your application being evaluated without the education being considered. Typing Certificates: If you would like for your typing certificate to be considered, candidates must provide proof of required typing skill of 45 wpm net (gross minus number of errors). You must attach the typing certificate to the application. The typing certificate must be five minutes in length, dated no later than one year prior to the final filing date listed on the job announcement. If you do not have a valid, recent typing certificate, a typing exam will be administered to you should you pass the application process. Selection Process: All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applications will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Testing may consist of a combination of any of the following and is subject to change as needs dictate: Performance/Written Examination Practical Test: Qualifying (Typing/Keyboarding @ 25 wpm, Microsoft Word Oral Interview If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position. Note: Internal staff who submit transfer applications must notify the analyst in charge of the recruitment, via email, upon submission of their transfer application. Background Investigation: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation. Inclusion & Diversity Statement The City of Santa Monica is a progressive, inclusive and culturally rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact. The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us! Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call View phone number on click.appcast.io, TDD View phone number on click.appcast.io (Hearing Impaired Only). Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.