Clerical Series

City and Job Overview

The City of Garden Grove is accepting applications for the position of Department Secretary, Principal Office Assistant, Senior Office Assistant, Office Assistant, and Clerical Assistant. Incumbents in these positions provide administrative or clerical support to various departments throughout the City. Ideal candidates should have excellent organizational and office skills; be detail-oriented and meticulous; be proficient with computer programs, such as MS Word and Excel; know how to interact with various levels of employees in the organization; and be very customer service-oriented. There is currently one (1) full-time Department Secretary vacancy in the Human Resources Department and one (1) full-time Office Assistant vacancy in the Economic Development Department. This eligibility list may be used to fill current and future vacancies for these classifications throughout the City.

Essential Duties

DEPARTMENT SECRETARY: $5,569 - $8,228 monthly / $32.1290 - $47.4668 hourly Example of Duties:

• Supervise clerical staff;
• Check records and reports to ensure accuracy, compliance and completeness;
• Receive inquiries both in person and over the phone from the public and employees;
• Regulate or supervise the maintenance of important records;
• Screen and route correspondence;
• Maintain and prepare confidential records and reports;
• Input and retrieve data from computer;
• Prepare documents of a confidential nature such as letters, reports, bulletins, memoranda, and minutes of meetings;
• Prepare or supervise the preparation of complex reports and summaries;
• Maintain stock of office supplies and order new supplies when necessary;
• Maintain petty cash accounts;
• Prepare travel arrangements and related expense reports and paperwork;
• May be required to take and transcribe dictation; and
• Perform other related duties as assigned.

Minimum Requirements:

• Education: Graduation from an accredited high school or completion of the G.E.D.
• Experience: Three (3) years of increasingly responsible secretarial experience.

PRINCIPAL OFFICE ASSISTANT: $5,045 - $7,454 monthly / $29.1031 - $43.0010 hourly Example of Duties:

• Receive inquiries from the public both in person and over the phone;
• Maintain complex systems of interrelated files and records;
• Prepare or supervise the preparation of complex reports and summaries;
• Prepare documents including letters, reports, bulletins, memoranda, and minutes of meetings using Microsoft Word and Excel;
• Answer employee and public queries regarding interpretation of policies and procedures;
• Regulate or supervise the maintenance of important records;
• Compose correspondence or memoranda;
• Check reports and records for accuracy, completeness and compliance with established standards;
• Maintain confidential information in files and records;
• Screen and route correspondence to appropriate individuals;
• Operate a variety of office machinery including a personal computer;
• Gather and verify information on a variety of subjects and compile financial, statistical, activity and legal reports;
• Create data reporting forms and maintain data;
• May direct the work of other clerical staff; and
• Perform other related duties as assigned.

Minimum Requirements:

• Education: Graduation from an accredited high school or completion of the G.E.D.
• Experience: Three (3) years of general clerical experience including the operation of standard office equipment including PCs using MS Word and Excel.

SENIOR OFFICE ASSISTANT: $4,565 - $6,744 monthly / $26.3369 - $38.9102 hourly Example of Duties:

• Interact with the public to answer questions, take complaints and disseminate information, both in person and by phone;
• Perform general clerical and related duties, including deciphering rough drafts and using a personal computer to prepare reports, correspondence, bills, vouchers, requisitions, receipts, notices or statistical data;
• Input and retrieve data from the computer;
• Type reports, correspondence, vouchers, receipts, schedules, minutes, requisitions and notices;
• Proofread and check reports, records and other data for accuracy, completeness and compliance with established office procedures;
• Prepare supply order requisitions;
• Answer mail and compose correspondence related to procedural matters or to impart basic information;
• Operate a variety of standard office machines and equipment; and
• Perform other related duties as assigned.

Minimum Requirements:

• Education: Graduation from an accredited high school or completion of the G.E.D.
• Experience: Two (2) years of responsible clerical experience, including the operation of standard office equipment, and personal computers using database management software and MS Word.

OFFICE ASSISTANT: $4,132 - $6,104 monthly / $23.8369 - $35.2149 hourly Example of Duties:

• Answer routine requests for information from the public and City staff;
• Maintain informational and operational records;
• Operate a variety of standard office machines;
• Handle routing of incoming and outgoing mail;
• Classify material by subject matter and prepare new files;
• Type and/or verify reports, correspondence, vouchers, receipts, schedules, minutes, requisitions, notices, and statistical data;
• Disseminate forms to the public and give instructions for completion;
• Compose routine memos, correspondence and reports as needed;
• Compile, extract, summarize, and check fiscal and statistical data;
• Prepare requisitions and receive supplies; and
• Perform other duties as assigned.

Minimum Requirements:

• Education: Graduation from an accredited high school or completion of the G.E.D.
• Experience: One (1) year of general clerical experience including the operation of standard office equipment.

CLERICAL ASSISTANT: $3,933 - $5,811 monthly / $22.6877 - $33.5240 hourly Example of Duties:

• Support members of their division by greeting and assisting the public;
• Operate standard office machines, including multi-line telephones, typewriters, adding machines, personal computers and copiers;
• Record, compare, check, verify and file information on records, forms and into the computer database;
• Search hard-copy and computer files for specific information;
• Prepare, copy, collate and assemble documents and other information;
• Type letters, reports, labels or other written documents from rough draft and clear copy;
• Proofread and check work for accuracy, proper grammar and compliance with procedures and/or policies;
• Open and distribute mail;
• Make simple arithmetical calculations and post financial and statistical data on records and forms, and enter data into a computer; and
• Perform other related duties as assigned.

Minimum Requirements:

• Education: Graduation from an accredited high school or completion of the G.E.D.
• Experience: Six (6) months of clerical experience in an office or public service environment using personal computers and with multiple-line telephones. Work experience with numbers or data is desirable.

Requirements

KNOWLEDGE OF: Modern office methods, procedures, practices, and equipment; business English including vocabulary, grammatical usage, spelling, and punctuation; business reports and correspondence formats; methods of alphabetic, numeric, and subject matter filing; basic business accounting functions; supervisory techniques and their application, if applicable; and effective customer services techniques and principles. ABILITY TO: Type at the minimum required speed; perform administrative and/or clerical work at the appropriate difficulty level that may involve independent judgment, speed, and accuracy; analyze situations and make decisions regarding procedural matters without immediate supervision, if applicable; communicate clearly and effectively over the phone, in writing, and in person; prepare and maintain accurate and complete records and reports; maintain records systems; operate a personal computer and related software; follow oral and written directions; and interact tactfully and courteously with

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