Office Assistant (Public Works)

About the Position

Under varying degrees of supervision, performs a wide variety of general clerical, record keeping and administrative support duties. Performs reception duties and provides customer service for the public; and performs related duties as assigned.

Examples of Essential Functions

Essential functions 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:

• Greets visitors, answers telephone and assists the public with scheduling appointments and giving out information as required.
• Gives information and interpretations of policies and/or procedures which require considerable knowledge of the department and/or function.
• Creates and maintains a variety of general and specialized files, records, inventory, indexes and calendars.
• Coordinates meetings, trainings, conferences and appointments as needed for department staff.
• Receives records and applications, verifies information and enters data into City computer systems.
• Provides a variety of assistance duties to include photocopying, processing and distribution of mail, invoices and other material.
• Types letters, memorandums, documents and reports, using a personal computer, from rough drafts, marginal notes or verbal instructions.
• Operates office equipment including personal computers and duplicating machines.
• Represents the City to the public when giving and obtaining information from the public and employees of other units in situations which require tact, discretion and courtesy.
• May provide back-up coverage for other department support staff.
• Maintains absolute confidentiality of work-related issues, documents, records and materials pertaining to City employees, officials, agents and others.
• Performs related duties as assigned.

Minimum & Desirable Qualifications

Education, Training and Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary. A typical way to obtain the knowledge and skills would be: graduation from high school or equivalent AND two (2) years of general clerical experience involving customer service, typing and personal computer operation. License Requirement Possession of a valid California Class C Driver's License, proof of insurance and a satisfactory driving record is required at time of appointment and throughout employment in this position. Knowledge, Skills, and Abilities Knowledge of: correct English usage, grammar, spelling, punctuation and vocabulary; modern office practices, procedures and equipment; telephone techniques and etiquette; City policies and procedures; general office, mail processing, and customer service procedures and methods; record keeping and file maintenance. Skill and Ability to: Skill in the operation of a variety of office equipment, including computer; ability to type 30 words per minute net, operate basic office equipment, personal computer utilizing standard software; follow oral and written directions; perform a variety of clerical work; establish and maintain effective relationships with others; maintain confidential files, interpret and explain laws and regulations; deal courteously and tactfully with the public. Ability to fluently speak, read, and write Spanish is highly desirable.

Other Important Information

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet.

Recruitment Process Application Packets Must Include: A fully completed online employment application which:

• Covers at least the past 10 years of employment history (or longer if you have other relevant experience).
• Responses to the supplemental questionnaire.
• Must be specific in describing your qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.
• Individuals who require a reasonable accommodation to participate in any phase of the application or selection process must advise Human Resources and make such a request during the application process. Every effort will be made to provide a reasonable accommodation where requested.

Selection Process: All application materials received by the application deadline will be reviewed and evaluated. All information supplied by applicants is subject to verification.

1. Application Review: The first phase will be a detailed review and appraisal of each candidate's application. This phase is for qualifying purposes only. There is no weight assigned to this phase. Those candidates who meet the minimum qualifications may be invited to the next phase.
2. Written Examination (pass/fail): If a written exam is given, a minimum of 70% must be obtained on the written exam in order to be eligible to continue to the next phase of the selection process which will consist of an oral appraisal interview.
3. Oral Appraisal Interview (100%): A minimum of 70% must be obtained to pass the oral appraisal interview. The top 10 qualified candidates will be invited to participate in the oral interview phase of the selection process.
4. Employment Eligibility List: The Employment Eligibility List will be established after completion of the examination process. Current and future vacancies will be filled from this list. Lists typically last for 12 months but may be extended or abolished in accordance with the City's Hiring Policy.

Pre-employment Process The City supports a Drug-Free Workplace. All potential employees are required to successfully complete a thorough background investigation, fingerprinting, and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). New employees must complete a verification form designated by the United States Department of Homeland Security, Citizenship and Immigration Services, that certifies eligibility for employment in the United States of America.

Hiring of Relatives: Relatives of existing employees by blood or marriage will not be eligible for employment with the City if potential supervision, safety, security, or morale problems exist; or if potential conflicts of interest exist. Relatives include an employee's parents, children, spouse, brothers, sisters, in-laws, and step relationships. The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

Equal Opportunity Employer The City of South Gate is an Equal Opportunity Employer. In compliance with all applicable Federal and State laws, it does not discriminate on the basis of race, color, national origin, ancestry, marital status, age, religion, disability (mental or physical), medical condition, genetic characteristic or information, sex (including gender, gender identity, gender expression, or pregnancy), sexual orientation (including homosexuality, bisexuality, or heterosexuality), or military or veteran status in its employment actions, policies, procedures, or practices.

The City of South Gate is a busy urban community consisting of residential, commercial, and industrial development, spread over 7.41 square miles. It is currently ranked the 79th largest city in California with a population of approximately 97,000. Strategically located along the 710 freeway, the City is just 12 miles southeast of downtown Los Angeles.