Part-Time Office Assistant

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Part-Time Office Assistant
Job Code: Part-Time Office Assistant
Posted On:
Closing On:
08/07/2017
09/18/2017
Category: Government
Department: Administration
Shift: Varies
Location: City of Newman, 938 Fresno Street / P.O. Box 787, Newman, CA 95360
Nestled in California’s western Central Valley, the City of Newman has a beautiful view of the foothills leading to the coastal ranges and is a thriving community with a vibrant Downtown; anchored by a successful performing arts theatre.
Job Type:
Part-Time
Education: High School
Pay Rate: $14.09 to $15.50 per Hour – D.O.Q.

Job Description:

How to apply:

You are REQUIRED to complete and submit a Supplemental Questionnaire with the Employment Application for this position.  Applications will not be accepted without the required supplemental questionnaire and the supplemental questionnaire will not be accepted without the required application. YOU MAY NOT SAY "SEE RESUMÉ" IN LIEU OF ANSWERING ANY QUESTIONS ON EITHER THE APPLICATION OR SUPPLEMENTAL QUESTIONNAIRE. We do not fax application materials or accept faxed or e-mailed application packets. Applications are available at City Hall (209) 862-3725 or by clicking above.

A fully completed CURRENT City of Newman Employment Application form and the required Supplemental Questionnaire must be submitted to:

  • 

By Mail: P.O. Box 787, Newman, CA 95360 


  • In-Person: 938 Fresno Street, Newman, CA 95360.

APPLICATIONS MUST BE RECEIVED BEFORE 5:00 PM ON THE FILING DEADLINE


EXAMPLES OF ESSENTIAL FUNCTIONS
(Illustrative Only) 

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 

  • Plans, organizes, and carries out clerical assignments and special projects related to assigned area of responsibility.
  • Performs a wide variety of general secretarial and clerical duties to support departmental operations; including filing.
  • Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
  • Verifies and reviews forms, permits, and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files; issues permits.
  • Prepares, copies, collates, and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
  • Acts as receptionist and screens calls, visitors, and mail; assists public at front counter and directs public to appropriate locations and/or staff; provides directions and basic information and assistance; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from public; enters/tracks public calls into appropriate computer databases; directs callers to appropriate City staff as necessary, takes messages; and makes appointments.
  • Composes, types, formats, and proofreads a wide variety of routine reports, letters, documents, flyers, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; suggests corrections to drafts.
  • Receives, codes, logs, schedules, and distributes service requests and work orders.
  • Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
  • Compiles information and data for various reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
  • Organizes, maintains, and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from systems as required.
  • Coordinates calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings.
  • Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested.
  • Monitors and orders office and other related supplies.
  • Contributes to a positive work environment by participating in solutions to problems as they occur.
  • Responds to complaints and answers questions from public or escalates to supervisor, as necessary.
  • Assists with the preparation of the (City Council, Planning Commission, Recreation Commission, etc...) agendas.
  • Assists with assembly of agenda materials and supporting documents; arranges for distribution of agenda materials to City Council, staff, and others; perform related support services.
  • Posts meeting agendas.
  • Assists with agenda follow-up from City Council and Planning Commission meetings, such as scanning and filing of ordinances, resolutions, and agreements.
  • Assists the City Clerk with the processing and record maintenance related to annual Form 700 Statements Maintains various filing systems including both digital and physical filing systems.
  • Assists with all duties of the administrative office, and central clerical and filing systems.
  • Establishes and maintains office files, and research and compile information from such files.
  • Assists with the filing and maintenance of various important records including Insurance Policies, Pink Slips, Property Files.
  • Establishes and maintains office files and records and assembles information from these and other sources in response to requests made by supervisor(s).
  • Performs general clerical duties including filing, checking and recording information on records, and processing routine requests for information.
  • Assists the City Clerk with filing and processing paperwork related to municipal elections.
  • Assists with performing the day-to-day municipal office functions including, but not limited to: the publication of public notices; respond to inquiries from the public regarding Council action and records; maintain vital records such as resolutions, ordinances, minutes and agreements; and claims processing.
  • Assists with the final preparation of minutes from various meetings including the final approved and signed copy of the City Council minutes for the official record.
  • Gathers information from individuals or reference sources to complete and process various routine forms, records, and applications; and contact individuals to obtain additional information.
  • Assists executive staff by locating, gathering, compiling, and summarizing data for reports.
  • Updates and maintains statistical, photographic and historical records.
  • Answers inquiries and complaints and refers them to others when necessary.
  • Types letters, memoranda, specifications, bids, reports, and related items from various rough draft and other materials.
  • Gives and requests information over the telephone, in person, or by letter; reads and routes mail; schedules appointments.
  • Sets up and maintains appointment schedules and calendar of activities; reschedule appointments or meetings as necessary to accommodate unexpected changes in priorities or work schedules.
  • Composes replies to a wide variety of communications when the information required is factual in nature or involves matters of established policies or procedures.
  • Refers correspondence or reports to other members of staff for information or reply.
  • Provides clerical support services to administrative staff as necessary.
  • Maintains familiarity with established procedures for correspondence, forwarding documents and reports, obtaining services and provide information regarding these and similar matters to the supervisor or to members of the staff, or take the action necessary to meet the day‑to‑day operating needs of the office.
  • Ensures that clerical processes conform to established procedures.
  • Proofreads and checks typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling.
  • Enters, retrieves and processes data, and generates reports using computer systems, following established formats.
  • Obtains names and addresses of property owners from county assessor’s records for public hearing notices.
  • Mails out communications, reminders and notifications to the public as required.
  • Responds to public records requests, and conducts research of planning and building files and plans.
  • Performs related duties as assigned.

QUALIFICATIONS

 Knowledge of: 

  • Departmental practices and procedures and applicable City policies.
  • Principles and practices of data collection and report preparation.
  • Researching and reporting methods, techniques, and procedures.
  • Modern office practices, methods, and equipment, including computer equipment.
  • Word processing methods, techniques, and programs; procedures, and terminology; database and spreadsheet applications and programs.
  • Principles of business letter writing.
  • Basic principles of record keeping.
  • English usage, spelling, vocabulary, grammar, and punctuation.
  • Techniques for dealing effectively with the public, vendors, contractors, and City staff, in person and over the telephone.
  • Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.

 Ability to:  

  • Respond to and effectively prioritize multiple phone calls and other requests for service.
  • Interpret, apply, and explain policies and procedures.
  • Compose correspondence and reports independently or from brief instructions; maintain records and databases.
  • Make accurate arithmetic computations.
  • Perform responsible clerical and secretarial support work with accuracy, speed, and minimal supervision.
  • Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
  • Learn, interpret, and apply administrative and departmental policies and procedures.
  • Organize, maintain, and update office database and records systems.
  • File materials alphabetically, chronologically, and numerically.
  • Organize own work, set priorities, and meet critical time deadlines.
  • Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
  • Operate modern office equipment, including computer equipment.
  • Use word-processing, database, spreadsheet, and other software applications programs.
  • Understand and carry out oral and written instructions.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
  • Establish and maintain effective working relationships with employees and those contacted in the course of the work.
  • Read, interpret, apply and explain rules, policies, codes and procedures.
  • Learn and understand general plans, zoning ordinances and applicable specific/master plans.
     

Education and Experience:  

Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying.

Licenses and Certifications:  

  • Possession of, or ability to obtain, an appropriate valid California’s driver’s license. 

PHYSICAL DEMANDS 

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Elements 

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.


Part-Time Office Assistant Application & Information Packet

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