Staff Assistant

Staff Assistant

Under the direction of the Assistant to the City Manager or his/her designee, performs a variety of clerical and secretarial duties to relieve the supervisor of administrative and clerical detail; coordinates the flow of communications, correspondence, and information in support of assigned functions activities. Serve as Deputy City Clerk in the absence of the City Clerk. Receives direction from the City Manager/Assistant to the City Manager or his/her designee.

Examples of Duties

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. The following list is not comprehensive; it is intended to provide a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific tasks to address business/organizational needs and changing business/organizational practices:

• Perform the duties of a Deputy City Clerk in the absence of the City Clerk
• Coordinate and attend a variety of meetings as assigned; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed.
• Perform a variety of clerical and secretarial duties to relieve the supervisor of administrative and clerical detail; assure smooth and efficient office operations; coordinate flow of communications and information in support of assigned functions and activities.
• Serve as the secretary to the assigned supervisor; provide communication services; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conference, meetings and other events.
• Receive visitors, including administrators, staff and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide information and assistance related to program or department operations, activities, standards, requirements, time lines, policies and procedures.
• Compile information and prepare and maintain a variety of records, logs and reports related to projects, accounts, department functions, issues, financial activity, meetings and assigned duties; establish and maintain filing systems.
• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, permits, work orders, memoranda, announcements, bulletins, agenda items, lists, notices, reports, flyers, requisitions and other materials.
• Research, compile, and verify a variety of data and information; compute statistical information for various reports as necessary; prepare and process a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.
• Process invoices and purchase orders and arrange for payments as assigned; collect, process and account for monies and deposits as required.
• Input a variety of data into an assigned computer system; establish and maintain automated records and files; develop spreadsheets, initiate queries and generate various computerized lists, forms, documents and reports as requested; assure accuracy of input and output data.
• Receive sort and distribute incoming mail, packages and materials required; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
• Communicate with personnel, administrators, various outside agencies and the public to exchange information and resolve issues or concerns.
• Operate a variety of office equipment including calculator, copier, fax machine, computer and assigned software.
• Maintain appointment and activity schedules and calendars; reserve facilities for meetings and other events as needed.
• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory.
• Performs other related duties as assigned.

Typical Qualifications

Knowledge, skills, and abilities to:

• Modern office practices, procedures and equipment.
• Policies and objectives if assigned programs and activities.
• General terminology, practices and procedures of assigned office.
• Record-keeping and filing techniques.
• Business letter and report writing, editing and proofreading.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Principles and practices of data processing.
• Interpersonal skills using tact, patience and courtesy.
• Operation of a computer and assigned software.
• Oral and written communication skills.
• Methods of collecting and organizing data and information.
• Mathematic calculations.
• Ability to coordinate flow of communications, correspondence and information.
• Ability to assure smooth and efficient office operations.
• Ability to answer phones and greet the public courteously.
• Ability to complete work with many interruptions.
• Ability to compile and verify data and prepare reports.
• Ability to maintain a variety of records, logs and files.
• Ability to utilize a computer to input data, maintain automated records and generate computerized reports.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to meet schedules and time lines.
• Ability to work independently with little direction.
• Ability to communicate effectively both orally and in writing.

Education & Experience and License: Bachelor's degree with a major in public administration or related field. Progressively responsible directly related experience may be substituted for the required education at the ratio of two years of experience for one year of education required.

Supplemental Information

Physical requirements and working conditions: Work is performed in an office environment and may require occasional travel to offsite facilities. Job duties involve sitting, standing, and walking for prolonged or intermittent periods of time, and reaching, bending, and twisting at the waist to perform desk work and operate general office equipment, including a personal computer and keyboard, for prolonged or intermittent periods of time. The operation of a personal computer also requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch, and glare from the computer. Will be required to speak and participate in internal and public meetings. Additionally, the position requires near vision in reading correspondence and statistical data. Acute hearing is required when providing phone and personal service. Noise level in the work environment is usually low. Employee must be able to safely lift and carry books, files and reports weighing up to 25 pounds. Must be able to lift files and reports from counter tops or file drawers. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. Disaster Service Workers: Under California Government Code Sections 3100 - 3109, public employees are designated as disaster service workers. The term "public employees" includes all persons employed by the state or any county, city, state agency, or public district. Disaster service workers are required to participate in such disaster service activities as may be assigned to them by their employer or by law. The employees working for the City of Brawley take this responsibility seriously. Disaster plans are continuously being evaluated, drills are scheduled, and employees engage in training where they practice executing emergency support services. The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.