Office Aide

Office Aide

Under the direction of the assigned supervisor, the Office Aide performs light clerical and recordkeeping duties related to the distribution of information and supplies. Responsibilities include filing department documents, distributing mail, answering multi-line telephones, purchasing and maintaining office supply inventory, and performing related duties as assigned. This class is distinguished from the higher-level class of Office Assistant, which performs routine secretarial and clerical duties of moderate difficulty and complexity, coordinates department workflow and records, manages inventory supplies, and provides assistance to the public by responding to inquiries and complaints.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to the following:

• Performs routine clerical duties, including sorting and distributing mail, maintaining files, and assisting with correspondence.
• Assists with the preparation of marketing flyers and other informational materials.
• Copies, scans, and distributes records, agendas, and other documents.
• Maintains department files and records.
• Assists the public by responding to inquiries at the counter and by telephone.
• Serves as a counter clerk, receptionist, and/or telephone operator.
• Maintains office supply inventory and orders supplies as needed.

Education and experience: High school diploma or GED equivalent and six (6) months of general clerical experience, including customer service or public contact experience. Knowledge of:

• City policies, procedures, and regulations.
• Modern office methods, practices, procedures, and equipment, including software and database programs.
• Filing methods and recordkeeping practices used to maintain accurate alphabetical, chronological, and numerical records.
• Modern document imaging systems.
• English usage, spelling, grammar, punctuation, and basic mathematical principles.

Skill in and ability to:

• Provide high-quality customer service.
• Communicate clearly and effectively, both verbally and in writing.
• Organize and prioritize work; exercise independent judgment, initiative and sound decision-making skills.
• Follow oral and written instructions accurately.
• Identify problems, gather relevant information, and develop appropriate solutions.
• Manage situations requiring diplomacy, fairness, firmness, and sound judgment.
• Proofread documents to identify errors in spelling, grammar, punctuation, and English usage.
• Prioritize and schedule workload to ensure timely completion.
• Establish and maintain effective working relationships with those contacted in the course of work, including City and other government officials, community groups, and the public.
• Apply safe work practices.
• Type accurately at a net speed of 40 words per minute.

Physical demands and working environment:

• This position works primarily in an indoor office environment and in close proximity to other workers.
• Incumbents shall be exposed to those conditions normally encountered in an office environment.
• Positions in this class typically require balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, seeing and repetitive motions.
• Medium Work: Exerting 20 to 50 pounds of force occasionally (up to one-third of the workday), and/or 10 to 25 pounds of force frequently (one-third to two-thirds of the workday), and/or greater than negligible up to 10 pounds of force constantly (two-thirds or more of the workday) to move objects. Physical Demand requirements are in excess of those for Light Work.
• Incumbents must be able to see and hear in the normal range, with or without correction, and communicate effectively both verbally and in writing.
• Incumbents must have the stamina to work long hours and overtime, if assigned, and must be willing to work an irregular schedule, which may include weekends, holidays, evenings, and/or varying shifts.

Salary: Part-time employees do not receive benefits or merit increases and are hired at an hourly rate. Deferred Compensation 457 Plan: Part-time employees are subject to a mandatory public retirement plan for the purposes of Section 3121(b)(7)(f) of the Internal Revenue Code. Before tax, contributions will be withheld at a rate of 7.5% of the Federal taxable gross. All contributions will be directed to the Guaranteed Fixed Fund. All money deferred and interest accrued is available after separation of employment from the City of Victorville, as defined in the Plan Document for the City of Victorville Deferred Compensation Plan in Human Resources. Sick Leave: Effective January 1, 2024, Senate Bill (SB) No. 616 passed into law amending California's paid sick leave, which guarantees employees five (5) paid sick days per year, up from three (3) days previously. Part-time employees paid sick leave benefit will increase to 40 hours or five (5) paid sick days and will be available to use after 30 calendar days of employment. Sick Leave Payoff: Non-represented part-time employees who maintain a minimum of 72 hours and have completed five years of part-time continuous service with the City of Victorville will be able to receive a payoff of their accrued sick leave hours. The maximum payoff cannot exceed 72 hours, every December, beginning December 2021. Please refer to the sick leave payoff scale for more information.