Administrative Aide

Finance Department Part-Time Position

Maximum of 20 HRS PER WEEK and 1,000 hours in a fiscal year

DEFINITION:

Under close supervision performs a variety of routine clerical tasks; provides assistance with routine and repetitive tasks in support of a city function or service; receives training and guidance in the more difficult tasks; and performs other related duties as required.

Examples of Duties

The duties and responsibilities listed below are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed within the job class, and incumbents may expect to perform other related similar duties.

• Assists the general public and city staff by providing basic information related to specific program areas of assignment.
• Assists with processing and reconciling financial transactions using various manual and automated based systems.
• Assists with preparing and maintaining routine financial records, operating and statistical reports, schedules, logs, and correspondence for internal and external uses.
• Assists with connection and disconnection of water service for customers
• Assists with posting prepared journal entries to City's financial records; assists with scanning water payments received on a daily basis; assists with counting cash drawer for daily use; assists with processing incoming non-scan payments; assists with processing and crediting monies to correct accounts; assists with logging prepared deposits for armored pickup.
• Assists customers and responds to account inquiries and related services; assists customers with payment plans or extensions; assists with logging and tracking insufficient checks from customers; assists other department clerks when indicated; prepares and distributes new customer information packets.
• Assists at the front counter, receives calls and emails; screens calls and visitors, and refers inquiries as appropriate to City Staff for further assistance as needed.
• Assists in reviews of complaints forms and calls and refers them to appropriate city staff for further assistance as needed.
• Provides basic information and forms to the public.
• Enters routine data from various sources into a computer and verifies the data for accuracy and completeness.
• Assists in maintaining accurate and up-to-date office files, records and other information, including manuals and resource material.
• Assists in processing mail, including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages.
• Assists in collecting payments whether in cash or credit and/or commercial checks and issuing receipts.
• Assists in issuance of receipts, refunds, and change.
• Assists in maintaining inventory of office merchandise and supplies in stock and reordering standard items or supplies needed for city office operations.
• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms, including general correspondence, notices, reports, memos, and other documents.
• Operates a variety of office equipment including a computer, typewriter, copier, facsimile machine, and adding machine; learns to utilize various computer applications and software packages.
• Participates in cross-training and provides back-up to other internal staff; assists other office personnel with related administrative support functions.
• Establishes positive working relationships with city staff and the general public.
• Assumes responsibility for ensuring the position's duties are conducted in a safe and efficient manner.
• Performs other duties as assigned.

Typical Qualifications

MINIMUM QUALFICATIONS: Any combination of education and experience that may provide the required knowledge, abilities, and skills is qualifying. Education: A typical way is graduation from high school or an equivalent, supplemented by courses in office practices and procedures. Experience: Experience in clerical or administrative work may be substituted for the supplemental education requirement.

QUALIFICATIONS Knowledge of: Basic office practices and procedures; correct English usage, including spelling, grammar, and punctuation; basic office procedures, methods, and equipment, including computers and word processing software; record keeping and filing practices and procedures; methods and techniques of proper phone etiquette; basic math.

Ability to: Learn to perform a variety of clerical duties of a general nature for an assigned office; learn the organization, operation, and services of the city and of outside agencies as necessary to assume assigned responsibilities; type accurately at a speed necessary to meet the requirements of the position; learn to operate a multiline telephone system; learn to maintain office and specialized files; understand and follow written and oral instructions; use tact and discretion in dealing with sensitive situations and concerned people and customers; communicate clearly and concisely, both orally and in writing; establish and maintain effective professional working relationships with those contacted in the course of work.

Necessary Special Requirements: Possession of a valid Class C motor vehicle operator's license from the State of California.

PHYSICAL AND MENTAL CHARACTERISTICS: Work is performed in an office environment. Requires vision (which may be corrected) to read small print. Requires mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. Requires mobility to stand, stoop, reach, and bend. Sit for long periods while typing and using a computer. Performs lifting, pushing and/or pulling and lift up to 25 pounds for the purpose of lifting supplies or equipment. Requires the ability to move from place to place within the office and to reach for items above and below desk level. While performing the duties of this class, employees are regularly required to use oral and written communications skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; use math and mathematical reasoning; learn and apply new information or new skills; interact with City staff, other organizations and the public.

Supplemental Information

EMERGENCY SERVICES: All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster. Employees must complete the required FEMA courses within six months of employment.

SELECTION PROCESS: Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process. Final appointments may be subject to a selection interview with the Department Director or designee and the remaining conditional steps in the hiring process. This position requires a conditional employment offer based on the successful completion of a drug and alcohol screening.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER: The City of Norco is an equal opportunity employer and does not discriminate on the basis of race, color, ancestry, national origin, religion, creed, age, disability (mental and physical), sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sex orientation, gender identity, gender expression, medical condition, genetic information, marital status, or military and veteran status. The City is committed to making its programs, services and activities accessible to individuals with disabilities. If you require accommodation to participate in this recruitment, please contact Human Resources prior to the filing deadline. We will attempt to reasonably accommodate applicants with disabilities upon request.

BACKGROUND CHECK: All employment offers are conditional based on the successful completion of a background investigation, physical and drug and alcohol screening at city expense and conducted by a physician designated by the city. All information on the application is subject to investigation and verification. Reference checks will be conducted by the City to include at least the following: (1) verification/reference from current and past employers, (2) fingerprinting and Department of Justice criminal background check, and (3) confirmation of necessary licenses, certificates, and/or diploma/degrees.

DRUG SCREENING: In accordance with the City's drug free workplace policy, all employment offers are conditional and based on successful completion of drug test.

E-VERIFY: The City of Norco is an E-Verify employer. E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.

The provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.