Staff Assistant II

City of Santa Monica•Santa Monica, CA

About The Position

Provides clerical support for an assigned division and/or department. Responds to public inquiries regarding division and/or department programs, services, policies and procedures. The eligible list that is established from this recruitment will be used to fill all permanent and as-needed Staff Assistant II vacancies that occur in the City during the life of the list.

Requirements

Graduation from high school or equivalent.
Two years of recent, paid work experience performing clerical support duties.
Experience must have included frequent contact with the general public.
Knowledge of modern office procedures, practices and equipment.
Knowledge of business English, spelling, punctuation and grammar.
Knowledge of basic mathematics.
Knowledge of recordkeeping principles and procedures.
Knowledge of effective customer service techniques.
Ability to set up and maintain office files for electronic and hard copy documents.
Ability to operate a variety of office equipment.
Ability to communicate effectively both in writing and orally.
Ability to respond to public inquiries in a tactful manner.
Ability to provide effective customer service.
Ability to establish and maintain effective and cooperative working relationships with City employees and the general public.
Ability to perform basic mathematical computations.
Ability to maintain confidentiality.
Ability to learn required software applications.
Skill in typing at a corrected speed of 25 words per minute.
Skill in performing data entry.
Skill in working with personal computers and applicable software, including the Microsoft Windows operating system and Microsoft Word.
Skill in reading, writing and communicating in English at an appropriate level.

Nice To Haves

An Associate's degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.
Proof of required typing skill of 45 wpm net (gross minus number of errors) via a typing certificate.

Responsibilities

Files and maintains a variety of records, forms, documents and correspondence.
Reviews, sorts and distributes division and/or department mail.
Prepares and distributes bulk mailings.
Performs data entry.
Performs simple queries and mathematical calculations.
Prepares and formats basic forms and reports.
Responds to inquiries from the public and other City staff in-person, over the telephone and by email.
Assists customers with requests for information and services.
Makes referrals to appropriate sources.
Provides information to the public and other City staff regarding division and/or department programs, services, policies and procedures.
Assists customers with business transactions, including the completion of required forms and receiving payments.
Assists customers in resolving disputes and discrepancies.
Assists in preparing a variety of written materials, including letters, notices, memorandums, forms, contracts, reports, flyers, handouts, agendas and minutes.
Performs other related duties, as assigned.