Office Assistant, Human Resources

City of Santa Clarita•Santa Clarita, CA

2d•Onsite

About The Position

The Office Assistant position provides a wide range of clerical support for the Human Resources division in a fast-paced, customer-service-oriented environment with a high-volume workload while meeting time-sensitive deadlines.

Requirements

High School Diploma or GED equivalent
One year of clerical support experience in a professional office environment
Strong written communication skills and knowledge of basic math, business English, spelling, grammar, and punctuation rules, as well as the ability to correctly proofread and edit correspondence for accuracy and relevance
Strong verbal communication skills and the ability to professionally communicate with varying levels of leadership and employees at all levels of the organization and the public; kind, approachable communication style
Strong work ethic; reliable and dependable with the ability to appropriately handle sensitive information using professional judgment and confidentiality
Strong organizational and time-management skills, with the ability to coordinate multiple projects, adapt to changing priorities and frequent interruptions, and consistently meet time-sensitive deadlines with a positive and solutions-oriented approach
Strong customer service skills and the ability to provide excellent service to staff and the public, including the ability to effectively handle conflicts and concerns from upset customers; ability to understand, interpret, and explain City policies, regulations, and procedures to others
Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public and be a team player
Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint; quick learner with ability to learn additional software tools, such as Smartsheet, Canva, and other databases
Strong file management skills and the ability to set up and maintain effective tracking and filing systems
Strong attention to detail and the ability to produce work that is both accurate and complete
Self-motivated and the ability to work both independently and as part of a cohesive team
Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds

Nice To Haves

Bilingual in English and Spanish is desirable
Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered

Responsibilities

Provides clerical support, including answering incoming phone calls and greeting visitors for the division and for City Hall as needed; receiving, sorting, and processing mail; and ordering and maintaining division supplies
Maintains calendars; assists with scheduling, preparation, and setting up for meetings
Assists staff and the public with questions and concerns by phone and in-person at the public counter; provides information about the City’s programs and procedures
Assists candidates for interviews and facilitates exams, when applicable
Responds to verbal and written verifications of employment
Types, proofreads, edits, and mails a variety of documents, forms, reports, letters, and general correspondence
Generates and oversees a variety of reports, spreadsheets, and databases using multiple computer applications and software
Processes a variety of confidential forms, including City's Personal Information Change Forms
Assists with the City’s Access Device Program; assists with keeping up-to-date inventory and tracks daily requests; conducts periodic audits
Receives and tracks employee performance evaluations; calculates performance evaluations dates; generates forecasting reports for distribution
Performs records management functions for the division, including creating and maintaining files, tracking records, preparing files for annual destruction, and partnering with the City Clerk’s Office to fulfill public records requests
Submits and codes division invoices; assists with tracking division budget expenditures
Coordinates work orders for printer and facility repairs
Performs other related duties as assigned