Office Assistant

City of Temple City - Temple City, CA4.5

Full-time
Under direct supervision, performs a variety of general clerical duties in support of assigned department, division, or program area; receives and directs telephone calls and visitors; receives, routes, and distributes incoming and outgoing mail; compiles, prepares, and enters a variety of data and information; and provides information and assistance to other agencies, City staff, and the general public.

Office Assistant I

The Office Assistant I is the entry level class in the Office Assistant series that allows the incumbent to develop journey level knowledge and abilities. Initially, under immediate supervision, incumbents perform the more routine clerical support duties while learning City policies and procedures. As experience is gained, there is a greater independence of action within established guidelines. This classification is alternatively staffed with Office Assistant II, and incumbents may advance to the higher level after gaining experience and demonstrating a level of proficiency that meets the qualifications of the higher level class.

EXAMPLES OF DUTIES:
Office Assistant I

Receives office and telephone callers; assists the general public, City staff, and outside groups and agencies by providing information related to specific program areas of assignment; responds to complaints and requests for information relating to assigned responsibilities; refers callers to appropriate City staff for further assistance as needed; provides information and forms to the public; collects and processes appropriate information and fees; applies applicable policies and procedures in determining completeness of applications, forms, records, and reports; compiles, prepares, and enters data into a computer from various sources; inputs corrections and updates; verifies data for accuracy and completeness; assists in maintaining accurate and up-to-date office files and records for assigned areas; processes mail including receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages; types, formats, edits, revises, proofreads, and processes a variety of documents and forms including general correspondence, notices, reports memos and other documents; operates a variety of office equipment including a computer, typewriter, copier, facsimile machine, and adding machine; utilizes various computer applications and software packages.

DESIRABLE QUALIFICATIONS:
Office Assistant I

Knowledge of: basic office administration practices and procedures; correct English usage, including spelling, grammar and punctuation; basic functions of public agencies; basic office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; record keeping and filing practices and procedures; methods and techniques of proper phone etiquette; basic mathematical principles; basic principles of business letter writing and report preparation. Ability to: perform a variety of clerical duties of a general nature for an assigned office; learn the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities; correctly interpret and apply general administrative and departmental policies and procedures; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; type accurately at a speed necessary to meet the requirements of the position; operate a multi-line telephone system; organize and maintain office and specialized files; compose routine correspondence from brief instructions; understand and follow written and oral instructions; use tact and discretion in dealing with sensitive situations and concerned people and customers; communicate clearly and concisely, both orally and in writing; establish and maintain effective professional working relationships with those contacted in the course of work.

MINIMUM QUALIFICATIONS:
Education and Experience:
Office Assistant I

Completion of high school, supplemented by additional education and/or responsible clerical experience.

Other Qualifications:
Possession of a valid Class C motor vehicle operator's license from the State of California.

Physical Demands:
Ability to sit up for two hours at a time.
Ability to see.

Ability to climb a footstool or ladder for the purposes of retrieving records from storage.

Ability to get from one location to another in the course of doing business

Application Process:
Along with your online application, please submit a resume.

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be a comprehensive list of responsibilities, duties, and requirements. When appropriate, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.