Part Time Office Assistant - Development Services

City of San Marcos•San Marcos, CA

5d•Onsite

About The Position

The City of San Marcos is seeking a part-time Office Assistant to support the Development Services Department. This role is crucial for a department-wide project focused on organizing, preserving, and digitizing historical planning and engineering files, records, and documents. The position is ideal for individuals who are dependable, highly organized, comfortable with both paper and electronic records, and adept at following established file structures and procedures. The work involves creating order, working independently on detailed projects, and contributing to the preservation of important city records.

Requirements

Knowledge of alphabetical, numerical, chronological, property-based, and electronic filing systems.
Knowledge of modern office methods, procedures, and equipment.
Knowledge of data entry, scanning, document preparation, and electronic file storage.
Proficiency in Microsoft Office programs, including Word, Excel, and Outlook.
Basic proofreading and quality-control practices.
Understanding of customer service and professional workplace communication.
Ability to perform detailed and repetitive work with accuracy and consistency.
Ability to follow established naming conventions, filing standards, procedures, and written instructions.
Ability to review documents and place them in the appropriate project, property, category, or file location.
Ability to maintain organized and accurate paper and electronic records.
Ability to operate scanners, computers, copiers, printers, and other standard office equipment.
Ability to enter and verify information accurately.
Ability to identify inconsistencies, missing information, duplicate records, and filing errors.
Ability to manage multiple assignments and maintain progress on long-term projects.
Ability to work independently while asking appropriate questions when records are unclear.
Ability to exercise sound judgment within the scope of assigned responsibility.
Ability to maintain confidentiality and handle public records with care.
Ability to communicate clearly and professionally, both orally and in writing.
Ability to establish and maintain cooperative working relationships with City employees.
Ability to demonstrate an awareness and appreciation of the cultural diversity of the community.
Education equivalent to graduation from high school.

Nice To Haves

Experience performing clerical, filing, scanning, data entry, document management, records management, administrative support, or similar detail-oriented work is desirable.
Experience working with planning, engineering, construction, or public agency records is helpful but not required.

Responsibilities

Reviewing, sorting, and organizing historical planning, engineering, permit, project, property, and related departmental files.
Preparing paper records for scanning, including removing staples, separating documents, and sequencing materials.
Scanning records and reviewing electronic images for completeness, accuracy, clarity, and proper orientation.
Applying established document naming conventions, file structures, indexing standards, and records procedures.
Identifying document types and placing records in the appropriate electronic folder, project file, property file, or records section.
Comparing paper and electronic files to identify missing, duplicate, incomplete, or incorrectly filed documents.
Entering and verifying file, project, address, parcel, permit, or document information in spreadsheets, databases, or records systems.
Assisting with the organization and maintenance of shared electronic records and departmental file systems.
Handling records carefully and maintaining the confidentiality of sensitive or במשמעות information.
Providing general clerical support and assisting with records-related special projects.
Performing related duties as assigned.