Staff Assistant III/Receptionist (Rent Control)

Job Summary

On-line applications will be accepted by the Human Resources Department from May 26, 2026 - June 8, 2026 at 5:30 pm. Only the first 25 qualified applications received will be accepted for further consideration. DEFINITION: At a public reception desk, responds to public inquiries regarding Rent Control services and procedures. Performs general office reception duties. Provides a wide variety of complex clerical support to professional staff, as time permits.

SUPERVISION RECEIVED : Works under the administrative supervision of the Administrator or their designee, who outlines work, monitors work in progress, and reviews completed work. May receive work assignments from other professional/management employees in the Agency. SUPERVISION EXERCISED : None.

Representative Duties

At a public reception desk, answers phone calls for the Rent Control Board, greets and directs walk-in customers, and assists the public and City staff with basic requests for Rent Control information and services. Makes referrals to appropriate professional staff for assistance. Reviews, sorts, and distributes department mail. Assists in the preparation and distribution of bulk mailings. Performs data entry. Accesses data to edit and to perform queries and mathematical calculations. Prepares and formats forms and reports. Prepares from drafts a variety of written materials, including letters, notices, memorandums, forms, reports, flyers, and handouts. Proofreads and edits written materials for accuracy, clarity, spelling, punctuation, and grammar. Prepares written materials for storage in various formats. Files and maintains a variety of records, forms, documents, and correspondence. Orders, issues, and maintains office supplies and equipment. Schedules and arranges appointments, meetings, hearings, and conferences. Prepares transcripts of hearings or meetings from tape recording. Uses independent judgment and initiative. Maintains confidentiality. Learn and use required software applications.

Requirements

KNOWLEDGE, SKILLS AND ABILITIES Knowledge of Effective customer service techniques Modern office procedures, practices and equipment Business English, spelling, punctuation and grammar Basic mathematics Data entry practices and procedures Recordkeeping principles and procedures Ability to Respond to public inquiries and complaints in a tactful, effective manner Communicate effectively orally and in writing. Establish and maintain cooperative and effective working relationships with City employees and the public Provide effective customer service Operate a variety of office equipment Follow oral and written instructions Organize and prioritize work assignments Work independently with frequent interruptions and changing or competing deadlines Use computers and related work processing and spreadsheet application software Set up and maintain office files for electronic and hard copy documents Perform basic mathematical computations Use independent judgment and initiative Maintain confidentiality Skill in Dealing effectively with the public using tact and discretion Reading, writing, and communicating in English at an appropriate level Typing at a corrected speed of 35 words per minutes Working with personal computers, including the Microsoft Windows operating system, Microsoft Word, and Microsoft Excel Education, Training and Experience Graduation from high school or equivalent. Three (3) years of experience performing a variety of complex clerical support duties. Experience must have included frequent contact with the public. An Associate's degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience. Fluency in Spanish is desirable.

Supplemental Information

HOW TO APPLY : All applicants must submit an online City application and required supplemental questions to 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 and should not be submitted. SELECTION PROCESS : All applicants will be reviewed and only those candidates 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 the following: Performance/Written Examination Practical Test: Qualifying (Typing/Keyboarding @ 35 wpm, Microsoft Word and Excel) Oral Interview NOTE : You must submit a copy of your college level transcripts or diploma with your application if you wish for your education to substitute for two years of the required work experience. 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 close of business on the application closing date. Failure to do so will result in your application being disqualified. You may upload and attach a scanned copy of your transcripts or diploma to your on-line application if you wish to substitute your education for work experience. 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 workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our employees 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. NOTE: 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. Working Conditions Work is performed indoors in a busy office environment. Requires heavy public contact in-person and over the telephone. Work frequently involves meeting deadlines.