Senior Office Assistant

City of Pasadena, CA - Pasadena, CA (30+ days ago)

The City of Pasadena is seeking a dependable, customer service oriented Senior Office Assistant to provide excellent service to the community and to internal customers.

A Senior Office Assistant is the advanced skill level and working lead class in the clerical and administrative support class series. In addition to performing the full journey-level skilled duties, incumbents perform a variety of specialized administrative support functions requiring a broad knowledge of the terminology, procedures and practices applicable to their functional areas.

The ideal Senior Office Assistant is detail oriented and possess the ability to multi-task and manage a robust workload while working independently. Service orientation and organizational skills are required in order to be successful in this role. If you are a team player who enjoys providing excellent customer service, come join our team!

This is a great opportunity, to learn more about our Water and Power department please click here: Water and Power department

Essential Functions
The major responsibilities of this position are listed below. For more information, please review the job description.

Provides administrative, general clerical, logistical and technical support for department operations and/or department-specific programs.
Assist with explaining documentation requirements and restrictions relative to building codes, ordinances, regulations, policies and procedures.
Verifies accuracy and ensures compliance with applicable statutes and regulations.
Assist with developing program budgets and Requests for Proposals in compliance with established policies and procedures; processes purchase orders and invoices assist with cashiering and billing.
Prepares project plans, forms and other program documentation.
Gathers, records and evaluates data.
Works closely with department managers to define and examine business and operational problems, process improvement opportunities and technical programs.
Analyzes operational and business mandates and legal requirements.
Identifies difficult, ambiguous and/or conflicting business process issues and assists managers in their solution.
Develops and implements programs to support the needs of department customers.
Processes purchase orders and invoices.
Provides assistance to customers over the phone and at a public counter.
Makes meeting arrangements including preparation and posting of agendas and notices. Prepares and distributes agendas and supporting documents to appropriate parties.
May enter timesheet information for department employees, process overtime and time-off payments.
May prepare and processes a variety of personnel action forms.
May act in the absence of a supervisor, as assigned.
May act as a lead to clerical staff.
Qualification Guidelines

Ability to Work Independently - Plans and organizes workload for maximum productivity; works well independently with minimal supervision and guidance.
Attention to Detail - Shows a high level of care and thoroughness in handling the details of the job. Checks work to ensure completeness and accuracy.
Communication Skills - Presents information clearly and in an organized manner. Uses correct vocabulary, grammar, sentence structure, spelling, and punctuation.
Dependability - Has a strong work ethic; sees attendance and punctuality as serious commitments that have an impact on morale and the bottom-line.
Interpersonal Skills - Responsible for on-going relationship management with a variety of contacts; nurtures relationships with other professionals, managers, and those outside the organization.
Takes Initiative - Actively looks for opportunities to be of value; willing to invest him/herself in the work; looks for increased responsibility.
Teamwork - Understands his/her role on the team, yet does whatever is needed to make the team a success. Helps team members who need or ask for support or assistance. Puts team results ahead of personal success. Brings out the best in others on the team. Shares credit for group accomplishments.
Time Management Ability - Is able to accurately estimate how long things should take; values others' time; can shift priorities when circumstances change.
Using Technology - Proficient with the equipment and computer applications used on the job. Rapidly learns new versions and how to use advanced features.

Graduation from high school or G.E.D. equivalent and
Five years of progressively responsible experience in administrative, financial, technical and/or customer service support functions.
Experience in a public agency is preferred.
Completion of college-level course work is highly desirable and may be substituted for up to two years of the required experience on a year-for-year basis.
The selection process will consist of one or more of the following:
a training and experience evaluation, written test of analytical skills, interview panel, department-level interviews and possibly an online assessment.

Probationary work period is one year and is part of the LIUNA, Local 777 bargaining unit.

There is currently one vacancy in the Water and Power department, shared between General Manager's office and the Power Supply division.

The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.
Special Requirements
Some assignments may require a valid California Class C driver's license and ability to comply with the City's Motor Vehicle Safety Policy during the course of employment.

Ability to type 45 words per minute with 95% accuracy. Click the link below to review detailed information regarding typing certificate requirements Typing Certificate. A typing certificate must be attached to the job application at the time of submittal. Hard copies will not be accepted.