Office Assistant I/Ii Temporary Part-Time

Description

Examples of Duties

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

• Answers incoming telephone calls and e-mails; provides information and answers questions; addresses issues and concerns from members of the public, vendors, and City staff; refers issues to the appropriate staff or department; checks and replies to voicemail and email messages; greets visitors and residents at City facilities; distributes literature pertaining to City services and events.
• Maintains and updates departmental electronic and paper record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from computer and internet application systems, programs, and databases as required.
• 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.
• Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
• Receives, processes, and tracks documents such as permit applications, contract agreements, proposals, plans and specifications, plan submittals, insurance certificates, subpoenas, summons, petitions, and claims.
• Collects and distributes incoming mail, packages, email communications, correspondence, reports, requests for service, and complaints to appropriate staff.
• Schedules and coordinates appointments, meetings, seminars, conferences, and training sessions; prepares meeting agendas and informational packets; mails out public notices.
• Performs a wide variety of routine office administrative duties to support departmental operations, including filing (electronic and paper), preparing records, and using Citywide computer applications for processing accounts payable; receives payments; processes permits and licenses; and orders and maintains office and other related supplies.
• Runs basic reports and creates simple spreadsheets.
• Performs related duties as assigned.
• Collects fees and payments from the public; maintains records of and reconciles revenues collected; provides support to cashiering staff; prepares and coordinates cash deposits.
• Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; audits files to ensure they are properly maintained and categorized for retention purposes.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Compiles information and data for administrative, statistical, and financial reports; assembles reports, manuals, articles, announcements, and other informational materials.
• Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, staff reports, public notices, letters, emails, memoranda, certificates, invitations, budget reports, spreadsheets, community outreach materials, flyers, postcards, directories, and commendations; checks drafts for punctuation, spelling, and grammar, and suggests corrections.
• Provides basic to intermediate customer service including responding to customer queries via phone and email using pre-approved templates and guidance documents.
• Verifies and reviews forms 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.
• Maintains calendars and makes meeting arrangements; schedules meetings between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings.

Typical Qualifications

• Methods and techniques of compiling and assembling data for reports.
• Business arithmetic.
• City formatting and document processing standards.
• Principles and practices of record keeping.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Basic principles and practices of public meetings as it relates to meeting notification and document posting requirements.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• City-wide and department-specific policies, processes, and procedures.
• Methods and techniques of processing purchasing requests and accounts payable invoices consistent with the City’s guidelines.
• Principles of scanning, filing, maintaining, archiving, and retrieving records.
• Techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and City staff.
• Common basic computer function, applications and programs needed to complete assignments.
• Basic principles of handling cash including making cash deposits.
• Principles of business letter writing.
• City and mandated safety rules, regulations, and protocols.
• General office business and administrative practices.

• Organize and prepare supplies and materials for programs and activities.
• Perform a variety of clerical administrative tasks in support of an assigned functional area.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Understand and respond to requests for assistance from the public and City staff.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Demonstrate responsibility when handling sensitive matters or confidential documents.
• File materials alphabetically, chronologically, and numerically.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Review and process invoices from vendors for payment; and monitor expenditures.
• Follow written and verbal instructions.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Receive, open, review, sort, date stamp, and distribute mail.
• Make accurate arithmetic calculations.
• Handle requests or complaints in a professional manner.
• Type, compile and process a variety of documents and forms such as correspondence, agendas, public notices, and reports using correct punctuation and grammar.
• Interpret, apply, and explain departmental policies and procedures.
• Be detail oriented.

• Office Assistant I: One (1) year of clerical experience.
• Office Assistant II: Two (2) years of increasingly responsible clerical experience.

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.

Supplemental Information

Applications will be reviewed on a continuous basis until the position(s) are filled. Applicants will be screened according to applicable past experience and those most qualified will be invited to interview.

CITY OF DAVIS
BENEFIT SUMMARY SHEET

PASEA

Longevity: Effective January 1, 2016, the base wages for employees covered by this Agreement shall increase based on their years of continuous employment with the City as follows:

10 years 2.5% of base salary

20 years 2.5% of base salary

Each longevity pay increase shall be built off base salary to a maximum of 5%.

Vacation: New employees accrue 15 days of vacation per year.

Sick Leave: Eligible for use after one month of employment. Sick leave accrues at 12 days per year.

Holidays: Employees receive the following 12 holidays plus 2 and 1/2 floating holidays.

125 Cafeteria Plan

City provides a comprehensive benefit plan.

Retirement: Eligible date of hire. The city contracts with the Public Employees Retirement System (PERS) 2.5 % @ 55 retirement formula for current miscellaneous PERS members without a break in service. New employees who are brought into CalPERS membership for the first time on or after January 1, 2013, and who have no prior membership in any other California public retirement system, fall under the new defined benefit formula of 2 % @ 62 for miscellaneous members.

Survivor Benefit: The city contracts with the Public Employees Retirement System for the 1959 Survivor Benefit Level Four (4).

Bilingual Pay: $150.00 per month per certified employee

Medicare: Date of hire, all employees contribute 1.45% of gross salary to Medicare per federal regulations.

PASEA MOU: MOU for Program Administrative and Support Employees Association (PASEA) 6 30 2021