Senior Office Assistant

City of Santa Ana•Santa Ana, CA

6d•Onsite

About The Position

The City of Santa Ana is seeking results-oriented individuals with great attitudes, creativity, innovation, efficiency, a record of success, and a passion for public service to join their team. The Senior Office Assistant role involves performing specialized and/or a wide variety of responsible, difficult, and complex general clerical work. This includes tasks such as word processing, data entry and organization, processing invoices, recordkeeping, report preparation, filing, and providing information and assistance to the general public. There are currently two vacancies in the Community Development Agency and one vacancy in the Planning and Building Agency. The eligible list created from this recruitment may also be used to fill other vacancies throughout the City.

Requirements

One (1) year of responsible general office clerical experience.
Equivalent combination of experience and education sufficient to perform the essential job functions.
Knowledge of City and department practices, policies, and procedures.
Knowledge of modern office practices, procedures, equipment, and clerical techniques.
Knowledge of principles and practices of data collection and report preparation.
Knowledge of indexing and filing systems.
Knowledge of word processing methods, techniques, and programs.
Knowledge of general accounting methods, procedures, and terminology.
Knowledge of database and spreadsheet applications and programs.
Knowledge of business letter writing.
Knowledge of recordkeeping.
Knowledge of cash handling.
Knowledge of English usage, spelling, vocabulary, grammar, and punctuation.
Knowledge of customer service practices and telephone etiquette.
Skill in personal computer operation.
Skill in MS Office Suite (Word, Excel, PowerPoint, Access and Outlook).
Ability to perform responsible clerical support work with accuracy, speed, and minimal supervision.
Ability to operate job-related software up to an advanced level of proficiency.
Ability to compose correspondence rapidly and accurately.
Ability to operate word processing equipment.
Ability to understand and carry out moderately complex oral and written instructions.
Ability to perform assignments without close supervision.
Ability to learn, interpret and explain specific regulations, policies and procedures.
Ability to maintain moderately complex and confidential records, and prepare reports from such records.
Ability to use correct grammar and spelling.
Ability to make accurate and rapid computations and comparisons.
Ability to make accurate arithmetic computations.
Ability to organize, maintain, and update office database and records systems.
Ability to file materials alphabetically, chronologically, and numerically.
Ability to schedule and coordinate projects.
Ability to set and adapt to changing priorities.
Ability to meet critical time deadlines.
Ability to communicate effectively, both orally and in writing.
Ability to work effectively with the public in situations requiring tact and poise.
Ability to work effectively with other employees.
Ability to respond to and effectively prioritize a high volume of phone calls and other requests for service.

Nice To Haves

Bilingual fluency in English and Spanish OR Vietnamese is desired for the position in the Planning and Building Agency.

Responsibilities

Prepares, formats, proofreads, and distributes complex correspondence, reports, records, statistical data, and a variety of other documents from rough drafts, general instructions, and a variety of sources frequently involving a high incidence of statistical data and technical terminology.
Assists the public and outside parties in person, by telephone, and via software applications; furnishes information, explains and interprets established policies, procedures, or regulations; resolves or refers complaints; directs to appropriate locations and/or staff; conducts general transactions, such as processing applications, issuing licenses and permits, and providing copies of public records; and enters and tracks public calls into appropriate databases.
Establishes, updates, and maintains record systems and databases, including filing and indexing systems; maintains accurate and detailed records; verifies accuracy of information; researches discrepancies; records information; files documents; and applies departmental and program policies and procedures in determining completeness documents, records, and files.
Monitors and orders office and other related supplies; assists in entering purchase requisitions and purchase orders; receives and reviews vendor invoices; prepares requests for payment; and accounts for money.
Receives, opens, time stamps, sorts, and distributes internal mail; and prepares and distributes outgoing mail.
Makes and confirms travel arrangements; types itineraries; requests travel advances; and processes expense reports.
Maintains calendars and makes meeting arrangements.
Operates office equipment, such as calculators, copy machines, and personal computers.
May be assigned to review work of other clerical employees and assist in training new workers.
May assist in maintaining attendance records and entering payroll data.
May perform duties of high-level clerical classifications in a training or relief capacity.
Performs other duties as assigned.