Program Assistant I/II/ III

City of Encinitas • Encinitas, CA

21h • Onsite

About The Position

The City of Encinitas is seeking a customer-service–oriented Program Assistant to support operations at the City Hall Front Counter. This role serves as the first point of contact for community members, visitors, and callers, providing clear, friendly, and accurate assistance. The Program Assistant performs a wide range of administrative and clerical tasks that contribute to efficient departmental operations and ensure the public receives timely, helpful information. The ideal candidate is organized, reliable, and able to work independently while managing multiple responsibilities in a fast-paced public environment — and if you’re ready to bring your unique strengths, and energy to our team, we encourage you to apply and help us serve our engaged community!

Requirements

• Knowledge of applicable principles and practices in assigned program area.
• Knowledge of applicable Federal, State, and Local laws and regulations.
• Knowledge of data collection methods.
• Knowledge of modern office practices and equipment.
• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of records maintenance principles.
• Knowledge of customer service principles.
• Skills in providing customer service.
• Skills in using a computer and related software applications.
• Skills in handling multiple tasks simultaneously.
• Skills in maintaining files, records, databases, and other related systems.
• Skills in collecting data.
• Skills in preparing reports.
• Skills in preparing business correspondence.
• Skills in using modern office equipment.
• Skills in communicating laws, codes, regulations, policies, and procedures.
• Skills in communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
• High School Diploma, or General Equivalency Diploma (G.E.D.)
• Two years of increasingly responsible administrative, secretarial, and clerical support experience and/or customer service experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Nice To Haves

• Experience in the specific area of assignment is desirable.

Responsibilities

• Responds to requests for information from the general public; answers routine questions; directs visitors to appropriate locations.
• Performs various clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; distributing mail; making photocopies; performing data entry; preparing mass mailings; typing; and word processing.
• Receives, sorts, and distributes various correspondences to personnel.
• Types, word-processes, or does data entry for a variety of documents, which may include: meeting minutes, newsletters, lists, flyers, reports, press releases, contracts, calendars, rosters, and/or other related materials.
• Files documents alphabetically, numerically, or by other prescribed methods.
• Assists in scheduling programs, events, conference rooms, travel itineraries, appointments, meetings, and/or other related events.
• Prepares and maintains a variety of files; gathers information, reports, papers, and records; disseminates information to individuals.
• Processes routine financial paperwork, which includes requisitions, deposits, billings, and/or other related paperwork.
• Determining which administrative, support, or clerical tasks are essential to the accomplishment of the department or division’s desired service or product and self-direct the accomplishment of the task.
• Performs responsible technical and program specific Administrative Support work with accuracy, speed, and minimal supervision.
• Interprets and applies administrative and departmental policies and procedures.
• Works independently in the absence of supervision.
• Performs other duties of a similar nature or level.

Benefits

• Equal opportunity employment for all persons without regard to race, color, religion/religious creed, sex, sexual orientation, national origin, gender, gender identity, gender expression, physical disability, mental disability, marital status, age, ancestry, genetic information, medical condition, political affiliations, veteran status, Family Leave Act status, AB60 CA Driver's License status or status with pregnancy, child birth or breastfeeding.
• Encourage minorities, disabled persons and women to apply.
• Accommodation is available for qualified applicants who move to the next level of the selection process.
• Thorough background check will be conducted for the candidate(s) seriously considered for the position including fingerprinting and reference checking.
• Contingent job offer may be given pending the results of medical evaluation, which includes a physical and drug and alcohol screening.

What This Job Offers

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