PTS Office Assistant, Capital Improvement Projects

City of Santa Clarita • Santa Clarita, CA

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About The Position

The City of Santa Clarita is recruiting a part-time, temporary, seasonal Office Assistant to provide clerical support to the Capital Improvement Projects (CIP) division of the Public Works department. The position performs general clerical work, including records management, assisting with public records requests, answering telephones, serving the public, and other assigned clerical duties. The estimated schedule is 20 hours per week and is flexible.

The role also provides backup support for the division’s Administrative Assistant. PTS employees are at-will and generally limited to no more than 999 hours per fiscal year. Employees may be called upon to serve as Disaster Service Workers during an emergency and may be required to participate in the DMV Employer Pull-Notice Program.

Requirements

• High school diploma or GED equivalent.
• One year of clerical support experience in a fast-paced, professional, customer-service-oriented environment.
• Strong communication skills and knowledge of basic math, business English, spelling, grammar, and punctuation; ability to proofread and edit correspondence accurately.
• Strong records management skills and ability to prepare and maintain effective tracking and record-keeping systems.
• Ability to communicate clearly and concisely, orally and in writing.
• Knowledge of clerical and office practices and procedures.
• Strong computer skills and proficiency in Microsoft Outlook, Word, and Excel, with knowledge of or ability to learn Infolinx and Laserfiche.
• Ability to provide excellent customer service to staff and the public, including handling conflicts and complaints.
• Strong interpersonal skills and ability to develop and maintain effective working relationships with employees, managers, and outside agencies.
• Ability to manage time, coordinate multiple projects, work amid constant interruptions, meet deadlines, and adapt to changing priorities.
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds.

Nice To Haves

• Customer service experience is highly desired.

Responsibilities

• Answer questions from the public, provide information, and direct inquiries to appropriate staff.
• Manage CIP project records, including maintaining the filing system, tracking and reconciling records, preparing records for off-site storage, and preparing files for annual destruction.
• Assist with responses to public records requests in compliance with the California Public Records Act (CPRA).
• Scan and index documents for electronic storage.
• Assist with mass mailings and compiling reports for CIP projects.
• Proofread and edit correspondence and other documents as needed.
• Use Microsoft Word, Excel, Outlook, Laserfiche, and Infolinx.
• Provide backup support for the division’s Administrative Assistant.
• Perform other duties and responsibilities as needed.

What This Job Offers

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