Senior Office Assistant

City of Sunnyvale•Sunnyvale, CA

10d

About The Position

The City of Sunnyvale is seeking a highly organized and detail-oriented Senior Office Assistant for the Administration, Fiscal and Performance Management Division of the Information Technology Department (ITD). The current vacancy supports administration of more than 250 technology contracts serving City departments. The employee will work with ITD staff, other City departments, and vendors to support daily operations. The eligibility list established through this recruitment may also be used to fill future Senior Office Assistant vacancies throughout the City. Under general direction of an assigned supervisor, the Senior Office Assistant organizes, assigns, and reviews the work of personnel performing general clerical duties, including preparing correspondence and other written materials, maintaining files and records, and receiving and responding to public questions. This is the advanced journey level in the Office Assistant series. Employees perform the most difficult and responsible duties in the series and provide technical and functional supervision over assigned personnel. The position differs from Principal Office Assistant, which has full supervisory responsibility. The role includes supporting departmental contracts and purchasing, processing documents and invoices, and performing a broad range of clerical, customer service, recordkeeping, reporting, and administrative functions. The position requires graduation from high school or tested equivalent and three years of progressively responsible clerical experience. A valid Class C California driver's license and safe driving record, or alternate transportation approved by the appointing authority, are required.

Requirements

Graduation from high school or tested equivalent.
Three years of progressively responsible clerical experience.
Knowledge of principles and practices of technical and functional supervision and training.
Knowledge of proper English usage, grammar, spelling, and punctuation.
Knowledge of alphanumeric filing and retrieval systems, basic financial recordkeeping and reporting, and purchasing procedures.
Knowledge of advanced customer service principles and practices, business letter writing and report preparation, and office methods, procedures, software, and equipment.
Ability to provide technical and functional supervision over assigned staff and train staff effectively.
Ability to develop and maintain filing systems; compose general correspondence and letters; and take meeting minutes.
Ability to understand, apply, and explain City policies and procedures and handle confidential matters appropriately.
Ability to make mathematical calculations quickly and accurately; collect data and organize materials clearly; and prepare, proofread, and edit reports and other materials.
Ability to make accurate comparisons and computations, follow written and oral instructions, and communicate effectively orally and in writing.
Ability to establish, maintain, and promote positive working relationships with employees, other agencies, and the public.
Ability to demonstrate initiative and good judgment, work independently and as a team member, and set priorities to meet deadlines.
Possession and continued maintenance of a valid Class C California driver's license and a safe driving record, or ability to provide alternate transportation approved by the appointing authority.
Willingness to occasionally work varying hours or on weekends and holidays.

Nice To Haves

Clerical experience in a governmental agency.

Responsibilities

Plan, prioritize, assign, and review staff work involving a variety of clerical duties; develop schedules and methods to ensure assignments are completed efficiently and on time.
Participate in evaluating staff activities, recommend improvements, coordinate training, and work with employees to correct deficiencies.
Maintain records of contract terms, expiration dates, values, and remaining balances; monitor expiration dates and coordinate renewals, extensions, and amendments.
Prepare, review, and route contract documents and purchase requests in accordance with City purchasing policies and procedures.
Review vendor invoices, track expenditures against approved contract amounts, and help resolve billing discrepancies.
Coordinate purchases of equipment, software, supplies, and services, including obtaining quotes and tracking orders through completion.
Provide general administrative support to ITD, respond to inquiries, and coordinate with City departments and vendors.
Perform difficult clerical work requiring an understanding of departmental or specialized functions.
Answer telephones, receive visitors, schedule appointments, and provide information.
Type, prepare, proofread, and edit letters, notices, reports, and other materials from drafts, notes, or verbal instructions.
Receive and process facility use requests; provide information and communicate policies and procedures to the public.
Assist with purchasing supplies and materials; receive, review, and process invoices for payment.
Issue routine permits and calculate and accept fees.
Process department timecards, research and resolve discrepancies, and assist with personnel records and documents.
Develop and maintain general and confidential files; check forms, records, reports, and other materials for accuracy, completeness, and compliance with established procedures.
Assist with budget input and monitoring and run periodic budget reports.
Use specialized computer databases to enter, retrieve, query, and manipulate data for statistical reporting.
Arrange meetings, make appointments, compile agendas, and assist in preparing meeting materials.
Collect, compile, audit, and post information to records; establish and maintain systems for accountability and control.
Search records for information; process, audit, and cross-reference data-processing and payment materials; check erroneous, unusual, or rejected data for appropriate disposition and reintroduction into the processing cycle.
Collect information from various sources and compile data for special and periodic reports.
Update and maintain the department website.
As assigned, provide support and services, including preparing minutes, for boards, commissions, public hearings, and private meetings.
Follow safety principles and work safely.