P/T Office Assistant

City of Lomita • Lomita, CA

6d • Onsite

About The Position

Seeking two highly motivated customer service-oriented individuals to support our Administrative Services and City Clerk departments. Positions are limited to 19 hours per week. Under general supervision, performs a variety of general office clerical work in an assigned department including answering phones, processing mail, and composing and filing documents and records; and performs related work as required. This journey-level classification is responsible for independently performing general office clerical duties in support of an assigned department. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Part-time positions are not eligible for City benefits, except for those benefits required by law. The City does not participate in the Social Security system. However, participation in an alternative retirement program is mandatory. The total required retirement contribution is 7.5% of base earnings. Part-time employees may not work more than 19 hours per week. Part-time employment is at-will and does not confer permanent or vested employment rights. Certain City operating budgets may not include funding for required CalPERS employer contributions. As a result, a qualified candidate who is a current or past CalPERS member, from a former employer, may be ineligible for part-time employment with the City of Lomita.

Requirements

• Possession of a high school diploma or G.E.D. required.
• Two (2) years of increasingly responsible general office clerical and/or public contact experience.
• General office business and administrative practices.
• City organization and structure.
• Report and letter writing.
• General recordkeeping and reporting systems.
• Filing, indexing, and records management.
• Telephone and receptionist techniques.
• Business arithmetic.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Perform journey level general office clerical work for an assigned department or office.
• Demonstrate responsibility when handling sensitive matters or confidential documents.
• Prepare and type a variety of documents and forms such as correspondence, agendas, and reports.
• Apply, explain, and work in accordance with applicable laws, policies, and procedures.
• Handle and resolve requests or complaints in a professional manner.
• Understand and respond to requests for assistance from the public and City staff, both on the telephone and in person; take detailed messages.
• Receive, open, review, sort, date stamp, and distribute mail.
• Follow written and verbal instructions.
• Prepare reports with accuracy and speed and make accurate mathematical calculations.
• Read and write at the level required for successful job performance.
• File and maintain automated and hardcopy records with accuracy.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Nice To Haves

• When Assigned to the City Clerk’s Office
• When Assigned to the Administrative Services Department
• When Assigned to the Human Resources Division
• When Assigned to the Public Works Department

Responsibilities

• Answers and replies to incoming telephone calls, voice mail messages, and e-mails; provides information and answers questions; addresses issues and concerns from members of the public, vendors, and City staff; refers issues to the appropriate staff or department; greets visitors at City facilities; schedules appointments for customers to meet with staff; distributes literature pertaining to City services and events.
• Collects, timestamps, opens, and distributes incoming mail, packages, email communications, incoming faxes, correspondence, reports, and requests for service and complaints, and distributes to appropriate staff; posts mail, adds postage to postage machine, and ensures the machine is clean and maintained in good working order; orders office supplies.
• Composes, types, formats, and proofreads a variety of documents and correspondence; checks drafts for punctuation, spelling, and grammar, and suggests corrections; compiles a variety of informational materials.
• Creates, organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; maintains filing systems.
• Initiates purchase orders and maintains related records; maintains petty cash account, as directed.
• Operates a variety of office equipment including a calculator, personal computer, facsimile, copier, and postage meter.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.
• Assists with City Council agenda packet preparation, assembly, posting, distribution, and maintenance; assists in preparing council chamber for meetings.
• Attends meetings of boards, commissions, and committees, as directed; records and transcribes meeting proceedings and prepares minutes for approval.
• Issues applications for water service and business licenses.
• Processes, prints, and collects water billing and payments.
• Assists with recruitment, phones calls, emails, applicant correspondence, filing, copying, scanning.
• Prepare Personnel Action Forms, memos, flyers, orientation packets, and interview packets.
• Assists with open enrollment and other employee activities.
• Maintains daily records of hours worked for departmental employees and prepares related reports.
• Maintains departmental employee records and prepares personnel action forms of employees regarding official actions.
• Takes meeting minutes and prepares agendas for department meetings.

Benefits

• Part-time positions are not eligible for City benefits, except for those benefits required by law.
• The City does not participate in the Social Security system. However, participation in an alternative retirement program is mandatory. The total required retirement contribution is 7.5% of base earnings.

What This Job Offers

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