Office Assistant, Public Works

City of Santa Clarita•Santa Clarita, CA

5d•Onsite

About The Position

The Office Assistant position provides a wide range of clerical support for the Public Works Administration division in a fast-paced, customer-service-oriented environment, with a high-volume workload and time-sensitive deadlines.

Requirements

High School Diploma or GED equivalent
One year of clerical support experience in a professional office setting
Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
Strong written communication skills and knowledge of basic math, business English, spelling, grammar, and punctuation rules, as well as the ability to correctly proofread and edit correspondence for accuracy and relevance
Strong verbal communication skills and the ability to professionally communicate with varying levels of leadership and employees at all levels of the organization and the public; kind, approachable communication style
Strong work ethic; reliable and dependable with the ability to appropriately handle sensitive information using professional judgment and confidentiality
Strong organizational skills and the ability to manage time effectively, coordinate multiple projects simultaneously, work in an environment with constant interruptions, be flexible to changing priorities, consistently meet time-sensitive deadlines, all with a can-do attitude
Strong customer service skills and the ability to provide excellent service to staff and the public, including the ability to effectively handle conflicts and complaints from upset customers; ability to understand, interpret, and explain City policies, regulations, and procedures to others
Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public, and be a team player
Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint; quick learner with the ability to learn additional software tools and databases
Strong file management skills and the ability to set up and maintain effective tracking and filing systems
Strong attention to detail and the ability to produce work that is both accurate and complete
Self-motivated with the ability to work both independently and as part of a cohesive work team
Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds

Responsibilities

Provides clerical support for employees in the Public Works Administration division, including maintaining calendars; scheduling meetings; making travel and training arrangements, answering incoming calls; receiving, sorting, and processing mail; ordering department supplies; and providing backup support to the Executive Administrative Assistant.
Assists employees and the public with questions and problems by phone and in person; provides information about City programs, projects, and procedures.
Types, proofreads, edits, and mails a large variety of documents, forms, general correspondences, and reports, including City Council agenda reports, memos to City Council, and emails to residents.
Provides records management functions for the department, including tracking and preparing files for annual destruction.
Renews, updates, and tracks employee memberships.
Coordinates and distributes department monthly goals; compiles information for the department’s annual report.
Assists with reviewing, tracking, and compiling information for the department budget and processing invoices.
Provides support for biannual department meetings.
Performs other duties as assigned.