Office Assistant (City Clerk Department)

City of Hermosa Beach•Hermosa Beach, CA

1d•Onsite

About The Position

Are you looking to dive in to the City Clerk field? We are seeking an Office Assistant to join our small, but mighty team! Under general supervision, performs a variety of administrative, clerical, records management, and customer service duties in support of the City Clerk’s Office. Provides front-line assistance to the public, staff, and elected officials; supports agenda preparation, public records processing, and official document management; receives and directs telephone calls and visitors; provides information related to City Clerk programs and services as well as Citywide general information as the front-counter and telephone customer service; and maintains a wide range of confidential, historical, and legally mandated records in accordance with established laws, policies, and procedures.

Requirements

Knowledge of City Clerk functions, including agenda preparation, public records, elections, and legislative processes.
Knowledge of office procedures, methods, and equipment, including computers and digital records systems.
Knowledge of applicable software such as Microsoft Office M365, agenda management systems (eScribe), and records management platforms (NextRequest and LaserFiche).
Knowledge of business English, grammar, spelling, and proofreading techniques.
Knowledge of principles and procedures of records management and retention.
Knowledge of customer service practices and public counter operations.
Knowledge of proper phone etiquette and professional communication.
Knowledge of basic business math and financial recordkeeping.
Ability to perform a variety of clerical and administrative support duties with accuracy and attention to detail.
Ability to maintain and organize official records, retrieve information, and follow retention schedules.
Ability to learn and apply laws and procedures related to the Brown Act, Public Records Act, and elections.
Ability to respond tactfully, clearly, and professionally to inquiries from the public, staff, and elected officials.
Ability to understand and follow written and verbal instructions.
Ability to operate office equipment including computers, scanners, copiers, and multi-line phone systems.
Ability to prioritize tasks, meet deadlines, and work independently within established guidelines.
Ability to maintain confidentiality and handle sensitive information appropriately.
Ability to establish and maintain effective working relationships with staff, officials, and the public.
Equivalent to graduation from high school supplemented by courses in office practices and some clerical work experience.
Must be able to type 35 words per minute.
Possession of a valid Class C California Driver’s License with a safe driving record or the ability to get from point to point for meetings and trainings.

Responsibilities

Provides front-counter and telephone customer service, responding to inquiries regarding City Council meetings, public records, elections, and general City information.
Assists with agenda preparation, including assembling supporting documents, proofreading materials, and preparing packets for posting and distribution.
Supports Public Records Act (PRA) processing, including logging requests, gathering responsive documents, and preparing materials for review and redaction.
Processes official documents, including resolutions, ordinances, contracts, agreements, and public notices; verifies accuracy and completeness.
Maintains electronic and physical records in accordance with the City’s records retention schedule; scans, indexes, and archives documents into the digital records management system.
Types, formats, and proofreads correspondence, reports, forms, and meeting materials with a high degree of accuracy.
Receives, sorts, and distributes mail, including time-sensitive legal notices and agenda-related materials.
Provides election-related support, including voter information, and public inquiries.
Assists with meeting logistics, including room setup, posting notices, and preparing sign-in sheets and materials.
Processes payments, issues receipts, and maintains logs for records requests, copies, and other Clerk-related services.
Maintains office supplies, forms, and materials for the City Clerk’s Office.
Supports document retention and destruction activities, including preparing boxes, inventories, and destruction logs.
Handles confidential and sensitive information with discretion and in compliance with legal requirements.
Assists with community and City Clerk events, including elections outreach, records workshops, and public engagement activities.
Performs related duties as assigned.