Part Time Office Assistant - Public Works

City of San Marcos•San Marcos, CA

6d•Onsite

About The Position

The City of San Marcos is seeking a Part Time Office Assistant for the Public Works Department. This role involves performing a variety of administrative, clerical, and customer service duties to support the department's operations. Key responsibilities include processing vendor invoices, maintaining records, providing administrative support, preparing documents, assisting with procurement, and responding to inquiries.

Requirements

Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Modern office methods and practices.
Filing systems.
Records management.
Customer service principles.
Office equipment including copiers, scanners, and multi-function printers.
Basic bookkeeping and accounts payable principles.
Operate standard office equipment.
Accurately enter and maintain data.
Understand and carry out oral and written instructions.
Communicate effectively both verbally and in writing.
Organize and prioritize multiple assignments.
Maintain accurate records and files.
Exercise sound judgment.
Establish and maintain effective working relationships with City employees, vendors, contractors, and members of the public.
Maintain confidentiality.
Demonstrate an awareness and appreciation of the cultural diversity of the community.
Education equivalent to high school graduate.
Experience and/or training providing the required knowledge and abilities needed to successfully perform the duties of the position.

Responsibilities

Process vendor invoices and supporting documentation for payment in accordance with City policies and procedures.
Verify invoice information for accuracy and completeness; communicate with vendors and City staff to resolve discrepancies as needed.
Maintain invoice logs, financial records, and other administrative records.
Organize and maintain electronic and paper files in accordance with the City’s Records Retention Policy.
Prepare, edit, and format correspondence, reports, spreadsheets, and other documents using Microsoft Office applications.
Enter and maintain data in various City software systems and generate reports as assigned.
Answer and direct telephone calls, monitor department email inboxes, and respond to routine inquiries from staff, vendors, and the public.
Make copies, scan documents, and distribute departmental correspondence and reports.
Assist with records research, document retrieval, and filing.
Provide administrative support for departmental projects, meetings, and special assignments.
Perform other related duties as required.