Office Assistant

City of Calabasas•Calabasas, CA

About The Position

Under direct supervision, provides a variety of office support activities which may include word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices for approval, record-keeping and filing, report preparation; provides general information and direction in assistance to the general public; and performs related duties, as assigned. The following tasks are essential for this position. Incumbents in this classification may not perform all of these tasks, or may perform similar related tasks not listed here. Performs a wide variety of routine office administrative duties to support departmental operations, including filing, preparing records and basic reports, cashiering duties, and processing of documents. Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information. Assists in compliance with the City’s adopted records retention and management policies. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. Prepares, copies, collates, and distributes a variety of documents, including agendas, claims, bid packages, contracts, informational packets and specifications; tracks routing; ensures proper filing of copies in departmental or central files. Screens calls, visitors, and incoming mail; assists public at reception and directs public to appropriate locations and/or staff; responds to complaints and requests for information; upon direction, applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; enters public calls into appropriate computer databases; directs callers to appropriate City staff as necessary. Composes, types, formats, and proofreads a variety of routine reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; suggests corrections. Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail. Compiles information and data for administrative, statistical, and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. Maintains and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from computer application systems as required. May maintain calendars and make meeting arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings. Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested. May monitor and order office and other related supplies; assist in preparing, processing, and tracking purchase requisitions for services and materials. Receives vendor invoices; routes request for payment to staff for approval. Performs cashiering duties; receives money and issues receipts; collects and accounts for service fees. Coordinates workshops and classes; assists with special event programs; assists in coordinating reservations, scheduling, and use of equipment and facilities. Performs other related duties as assigned.

Requirements

Basic accounting methods, procedures and terminology.
Basic principles of record-keeping and cash handling.
Personal computers and related software.
Office methods and procedures.
English usage, spelling, grammar, and punctuation.
Record keeping principles and procedures.
Principles and practices of data collection and report preparation.
Operate a variety of office equipment including personal computer and related software.
Understand and follow verbal and written direction.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Learn to understand and apply pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines.
Deal with the public in person or on the telephone.
Establish and maintain cooperative working relationships.
Code, post, and monitor accounts payable.
Organize, maintain, and update office database and records systems.
Graduation from high school or equivalent and one-year clerical experience.

Responsibilities

Performs a wide variety of routine office administrative duties to support departmental operations, including filing, preparing records and basic reports, cashiering duties, and processing of documents.
Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
Assists in compliance with the City’s adopted records retention and management policies.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Prepares, copies, collates, and distributes a variety of documents, including agendas, claims, bid packages, contracts, informational packets and specifications; tracks routing; ensures proper filing of copies in departmental or central files.
Screens calls, visitors, and incoming mail; assists public at reception and directs public to appropriate locations and/or staff; responds to complaints and requests for information; upon direction, applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; enters public calls into appropriate computer databases; directs callers to appropriate City staff as necessary.
Composes, types, formats, and proofreads a variety of routine reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; suggests corrections.
Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
Compiles information and data for administrative, statistical, and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
Maintains and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from computer application systems as required.
May maintain calendars and make meeting arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings.
Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested.
May monitor and order office and other related supplies; assist in preparing, processing, and tracking purchase requisitions for services and materials.
Receives vendor invoices; routes request for payment to staff for approval.
Performs cashiering duties; receives money and issues receipts; collects and accounts for service fees.
Coordinates workshops and classes; assists with special event programs; assists in coordinating reservations, scheduling, and use of equipment and facilities.
Performs other related duties as assigned.