Investigations Division Office Assistant

City Of Alameda - Alameda, CA3.7

Nature of Position

Under general supervision coordinates office activities and performs operational support work and highly responsible general and accounting clerical work; performs other related work as required.

The City of Alameda offers excellent benefits including fully paid healthcare coverage for you and your family, a generous pension plan, and a 4 day, 36 hours per week work schedule.
Distinguishing Features
Positions in this class perform a wide range of operational activities, highly responsible clerical work and may be responsible for the independent performance of particularly difficult and specialized clerical work and/or for providing lead direction for clerical employees. Work in the class is distinguished from that of higher classes by the lower level administrative work and limited supervisory responsibilities. Work in the class is distinguished from that of lower classes by the full range of office operational activities performed, including those related to accounting functions and/or by the scope of event coordination performed. Incumbents are able to perform the full range of duties assigned with only occasional instructions or assistance as unusual or unique situations arise.

Examples of Duties
Performs a wide range of responsible, difficult and/or confidential clerical and operational work for a department or division, including the processing of a records release request under the California Public Records Act. These records include all investigation reports, photographic, audio, and video evidence.
Performs difficult and responsible typing, document production and data organization through the use of a variety of office equipment including computers.
Prepares a variety of materials from written or oral instructions or recording equipment including correspondence, reports, charts, spreadsheets and statistical data that may be complex, and/or sensitive; initiates and/or composes correspondence and other documents.
Establishes and maintains complex and confidential files and recordkeeping systems; maintains inventories and orders supplies; maintains manuals and updates resource materials; copies, collates and distributes information; opens, sorts and distributes mail.
Answers telephones and receives visitors; schedules appointments and maintains calendars.
Arranges and coordinates major events and meetings.
Provides information, routes inquiries, resolves complaints and interprets and explains policies.
Coordinates office activities, workflow, and operating procedures; acts as liaison with other departments/divisions and/or other agencies and groups; coordinates project or program activities as assigned.
Collects and reviews information and prepares various reports and summaries.
Performs department/division accounting functions including processing timesheets, payroll, accounts payable, accounts receivable and cash receipts records maintenance and compiles and prepares related reports; performs arithmetic calculations; may prepare cost estimates.
May assist in departmental budget preparation and budget administration.
Coordinates clerical work activities and may provide lead direction and training for clerical employees.
Employment Standards
Possession of the employment standards does not assure advancement to the Examination or placement on the Eligible List. This is a competitive examination where a candidate's performance in the Examination will be judged in comparison with the core competencies required of the job. To be considered, applicants should possess the combination of education and experience necessary to prove the required knowledge and abilities for the position. A typical way to obtain the knowledge and abilities would be:

Education: Graduation from high school.

Experience: Three years of highly responsible clerical experience involving: word processing, data entry, computerized document production and records retention work; preparation, processing and maintenance of accounting, bookkeeping, payroll, statistical, billing or other financial records, including use of designated specialized accounting or financial applications; public contact; recordkeeping and file maintenance. Experience coordinating office activities, workflow and operating procedures is desirable.

Experience working in a law enforcement setting and experience processing California Public Records Act requests highly desireable.

Background Process: All finalists for the position will be required to undergo a thorough background check process which may include a criminal history check, submission of a personal history statement/questionnaire, polygraph, and credit check. Alameda Police Department has a strict zero tolerance drug use policy.

Typing Skill
Ability to type from clear printed copy at a speed of 45 net words per minute.

10-Key Skill
Selected positions may require ability to operate a 10-key calculator by touch.

Other Requirements
Selected positions require possession of a valid California Driver's License and satisfactory driving record as a condition of initial and continued employment.

Knowledge of modern office practices and procedures; general accounting principles; modern office equipment including computers; filing, indexing and cross-referencing methods; correct English usage, spelling, grammar and punctuation; business letter writing and report preparation; various document formats and presentations.

Ability to perform both complex and routine clerical work with speed and accuracy; coordinate office activities and workflow; coordinate major events; effectively operate a variety of modern office equipment including computers, word and data processing equipment and related software; interpret and apply established City policies, procedures and codes; interpret and analyze information; prepare complex records and reports; perform arithmetic calculations; perform and coordinate various accounting functions; work effectively under pressure and with frequent interruptions; use initiative and exercise independent judgment; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships.

The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and/or an oral interview. If it is determined that a candidate meets the minimum qualifications for the job, those selected candidates will be notified via email that they must submit a DMV printout issued in the last six months of the last 10 years of their driving history. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. Tie scores will be broken by giving priority to the candidate with the highest rating on the most heavily weighted portion of the exam or if weighted 100% on any given portion, based on the earliest application date and time. Prior to appointment, a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required the U.S. Department of Justice.

VETERAN'S PREFERENCE CREDIT: A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled. An applicant claiming veteran's preference credit must attach to their application, a legible copy of their DD-214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

The City of Alameda encourages minorities, women and the disabled to apply. It is the City's policy that all aspects of employment and promotion shall be without regard to sex, marital status or disability (except where dictated by requirements of the position), race, sexual orientation, political affiliation, religious creed, color, national origin or age. Qualified disabled persons must be able to perform the essential functions of the position with or without reasonable accommodations. No individual may pose a direct threat to the health or safety of himself/herself or other individuals in the workplace. Barring undue hardship, reasonable accommodations can be made in the application and examination process for disabled individuals or for religious reasons. Requests for reasonable accommodation should be made in advance to the Human Resources Department. Hearing Impaired TDD (510) 522-7538.

The information contained herein is subject to change and does not constitute either an expressed or implied contract.