Administrative Aide

City of Norco•Norco, CA

1d•Onsite

About The Position

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. This is a part-time position with a maximum of 20 hours per week and 1,000 hours in a fiscal year.

Requirements

Graduation from high school or an equivalent, supplemented by courses in office practices and procedures.
Experience in clerical or administrative work.
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.
Ability to learn the organization, operation, and services of the city and of outside agencies as necessary to assume assigned responsibilities.
Ability to type accurately at a speed necessary to meet the requirements of the position.
Ability to learn to operate a multiline telephone system.
Ability to learn to maintain office and specialized files.
Ability to understand and follow written and oral instructions.
Ability to use tact and discretion in dealing with sensitive situations and concerned people and customers.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective professional working relationships with those contacted in the course of work.
Possession of a valid Class C motor vehicle operator’s license from the State of California.
Vision (which may be corrected) to read small print.
Mobility of arms to reach and dexterity of hands to grasp and manipulate small objects.
Mobility to stand, stoop, reach, and bend.
Ability to sit for long periods while typing and using a computer.
Ability to lift up to 25 pounds for the purpose of lifting supplies or equipment.
Ability to move from place to place within the office and to reach for items above and below desk level.
Ability to use oral and written communications skills.
Ability to read and interpret data, information and documents.
Ability to analyze and solve problems.
Ability to observe and interpret situations.
Ability to use math and mathematical reasoning.
Ability to learn and apply new information or new skills.
Ability to interact with City staff, other organizations and the public.
Successful completion of a drug and alcohol screening.
Successful completion of a background investigation.
Successful completion of a drug test.
Employment eligibility verification via E-Verify.

Responsibilities

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.
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.