Office Assistant

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

This recruitment process will be used to establish an eligibility list to fill current and future vacancies throughout the City.

The Public Works Department has an immediate opening and is seeking a responsible, skilled, energetic, detail oriented and problem solving Office Assistant to support the Franchise Solid Waste program. This position supports all data related to the franchise program such as fees paid, diversion and disposal data, insurance requirements, bulky item issues and may provide support to other sections within the department as needed.

The ideal candidate will perform a wide variety of routine to difficult and responsible clerical and technical administrative support functions in support of a manager, supervisor or professional. The candidate composes documents; creates and reviews reports; prepares, processes and monitors requisitions and invoices. Must have record keeping skills, strong knowledge of Microsoft Excel and Word programs and able to work in a dynamic multi-task environment.

Must submit a typing certificate at net 40 words per minute with 95% accuracy or above. The certificate must be within the last twelve (12) months. Click for typing certificate requirements.

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

Composes documents on Excel and Word programs.
Performs and verifies data entry using the department's franchise database system.
Processes franchise yearly renewal applications.
Monitors, maintains and updates recordkeeping database and files.
Mails/emails correspondence to franchise haulers, businesses and the public.
Contacts franchise haulers regarding bulky item pick-up requests and other program issues.
Prepares monthly and end of year spreadsheets on the collection of franchise fees and franchise past performance data.
Serves as a primary front-desk counter person for package deliveries.
Assists with preparing purchase orders, requisitions, and check requests. Answers, screens and refers telephone calls; answers questions from franchise haulers and the public regarding franchise program clarification, rules and regulations.
Responds to escalated customer questions and complaints over the phone or in person.
Researches requests from other city employees, franchise haulers or the public.
Creates, formats, edits, revises, and proofreads records, reports, correspondence, memoranda, forms and other documents.
Maintains a variety of records and files; gathers and enters data and information.
Performs related duties as assigned.
Qualification Guidelines
The following list represents the core competencies needed for success in this position.

Ability to work independently as the primary point of contact for Franchise program.
Serves as the primary front-desk person for package deliveries.
Organization and planning skills to manage own work priorities, unexpected interruptions, and special assignments.
Conflict management ability to respond to challenging inquiries about program fees and rules and regulations.
Attention to detail to create, format, edit, revise and proofread records, reports, correspondence, memoranda, forms and other documents.
Customer focus to deliver exceptional, helpful, and friendly service in-person and over the phone.
Ethical conduct in abiding by the City's procedures and exercising caution and care when handing confidential information.
Operate a computer, standard business software (Excel) and a variety of computer software programs and databases.
Type net 40 words per minute with 95% accuracy or above. Click for type cert requirements and locations.
Graduation from high school or G.E.D. equivalent.
Three years of progressively responsible experience in clerical or administrative support.
Experience in public sector agency preferred.
The selection process may consist of a training and experience evaluation, written test, interview panel and department-level interviews.

There is currently one vacancy in the Public Works Department, Street Maintenance & Integrated Waste Management Division.

In addition to an open eligibility list, a separate promotional eligible list of candidates will be established as a result of this recruitment process. The resulting eligibility lists 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.