Office Assistant II (Temporary/Part-Time)

City of Downey • Downey, CA

4d • Onsite

About The Position

Under general supervision, performs a variety of routine to moderately difficult customer service, accounting, receptionist, records management, and database support functions; types and edits various reports, correspondence and documents; and performs related duties as assigned. The Office Assistant II is distinguished from the Office Assistant I in that incumbents in the former class perform a greater range of office support functions with lesser direction. As compared with the Office Assistant I, the functions performed require more specialized knowledge of department procedures, standards, and terminology, and the incumbents work under lesser supervision than the Office Assistant I. This recruitment is to establish a hiring list of qualified candidates to fill one (1) part-time vacancy in the Parks and Recreation Department. Applicants from this recruitment may be utilized to fill other part-time vacancies based on operational needs. The incumbent of this position in the Parks and Recreation Department will log cemetery sales and revenues, attend monthly board meetings, take minutes and generate reports, post agenda memos for other City Departments, and will be responsible for coordinating burials.

Requirements

• Graduation from high school or equivalent
• Two (2) years of increasingly responsible office support or secretarial experience
• Operate a computer using word processing software
• Type accurately at a speed necessary to meet the requirements of the position
• Organize, set priorities and exercise sound independent judgment within areas of responsibility
• Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, policies and procedures
• Organize and maintain office and specialized files
• Compose routine correspondence from brief instructions
• Communicate clearly and effectively orally and in writing
• Understand and follow written and oral instructions
• Prepare clear, accurate and concise records and reports
• Use tact and discretion in dealing with sensitive situations and concerned people and customers
• Establish and maintain effective working relationships with staff and others encountered in the course of work
• A valid California Class C Driver's License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions may be required
• Enrollment in the California DMV Pull Notice Program
• Acknowledge receipt and understanding of City Administrative Regulations covering the use of City vehicles (if assigned a City vehicle)
• Ability to speak, hear, touch and see
• Ability to exert a small amount of physical effort in sedentary to light work involving moving from one area to another
• Occasionally bending, stooping, kneeling, reaching, pushing and pulling (drawers opened and closed to retrieve and file information)
• Occasionally lifting and carrying materials that weigh less than 25 pounds
• Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter, or calculator
• Sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing on a keyboard, filing, data entry and/or use of a personal computer or other office equipment and supplies
• May involve sitting or standing for prolonged periods of time
• Employment application and supplemental questionnaire must be thoroughly completed
• Must be specific and complete in describing qualifications
• Complete testing with acceptable results

Nice To Haves

• Experience in a municipal government setting is highly desirable

Responsibilities

• Log cemetery sales and revenues
• Attend monthly board meetings, take minutes and generate reports
• Post agenda memos for other City Departments
• Coordinate burials
• Type, format, edit, revise, proofread, and print reports, correspondence, memoranda, transmittal sheets, agreements, contracts, legal documents, ordinances, resolutions, technical charts and tables and other specialized and technical materials
• Type from rough notes, drafts, dictation, and brief oral instructions
• Edit and revise materials
• Develop, revise, and maintain standardized and master documents
• Compose correspondence, reports, and informational materials
• Assist in designing and producing technical information handouts
• Answer, screen, and refer visitors and telephone calls
• Calendar appointments
• Assist customers at a public counter and by telephone
• Respond to complaints from customers and the public, refer the complaint to appropriate staff and/or take or recommend action to resolve the complaint
• Maintain departmental personnel files
• Prepare and type personnel documents
• Process and distribute time sheets
• Maintain attendance and leave records
• Copy, compile, and distribute contracts, reports, and documents
• Make and confirm travel arrangements
• Type itineraries, request travel advances and compile expense reports
• Assemble agenda packets
• Ensure all information is accurate and files are complete
• Draft legal notices
• Take minutes and transcribe dictation
• Assist in preparing and distributing agenda packets
• Assist with preparation, tracking, and updating of budgetary data
• Provide direction to office support staff regarding work procedures
• Train office staff and explain work procedures
• Assist higher level administrative support positions in the performance of particular projects

Benefits

• Temporary/Part-time appointments do not qualify for City benefits, except for those required by law.
• Enrollment in an alternative retirement program is mandatory which requires an employee contribution of 7.5% of base earnings.
• The City contributes 2.5% and the employee contributes 5% of base earnings.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED