PT Office Assistant

City of San Marcos•San Marcos, CA

9d•Onsite

About The Position

The City of San Marcos is seeking a Part Time Office Assistant for the Building Division of the Fire Department. This role involves performing a variety of customer service and clerical duties essential for plan review and the issuance of Building Permits. Responsibilities include responding to inquiries via phone and email, managing records, data entry, processing payments, preparing bank deposits, and assisting with special projects to support general office functions.

Requirements

Knowledge of Microsoft Office Suite and various software programs.
Knowledge of filing systems, modern office methods and practices.
Knowledge of customer service principles.
Knowledge of various office equipment and machines including copier, calculator.
Knowledge of letter writing, proofreading and editing.
Knowledge of basic business math.
Knowledge of cash handling and basic accounting principles and techniques.
Ability to operate office equipment including data entry keyboards, copy and printing equipment.
Ability to understand and carry out oral and written instructions.
Ability to express written and verbal ideas clearly and concisely.
Ability to cooperatively handle a wide variety of tasks.
Ability to effectively prioritize and perform all duties with composure.
Ability to use good judgment in the scope of assigned authority.
Ability to establish and maintain effective relationships with City employees and members of the public.
Ability to 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

Answer phone and email inquiries from the public daily.
Interpret software data to provide status updates on permits and plan reviews, and inform additional staff members as necessary.
Process payments in person and over the phone.
Print and create financial reports to prepare bank bags for deposit.
Edit for accuracy and completeness, resolve discrepancies, and maintain financial records.
Organize and maintain various files in accordance with the City’s Records Retention policy, including sending reports to applicable outside agencies on a regular basis.
Gather and organize data to assist staff in the review and issuance of building construction permits.
Verify and review building permit applications for completeness and conformance with established regulations and procedures.
Apply both City and Departmental program, policies and procedures in determining completeness of applications and permit records.
Utilize various City computer programs and permitting software for data entry and maintenance, report generation, and document creation using Microsoft Office applications, especially Word and Excel.
Make copies or scan printed materials such as memoranda, reports, and other materials for department and/or central files.
Answer questions and provide information to the public and assist internal staff in a courteous manner.
Interpret and explain the CA State Building Code, City ordinance or administrative policies.
Provide information within the area of assignment.
Resolve complaints in a proactive, efficient, and timely manner.
Perform other related duties as required.