Description/Duties & Responsibilities
The Office Assistant position provides a wide range of clerical support for the Planning division in a fast-paced, customer-service oriented, high-profile environment with high-volume workload and time-sensitive deadlines. This position may be required to work occasional evenings, as needed.
Duties and Responsibilities:
• Provides clerical support, including answering incoming phone calls for the division; receiving, sorting, and processing mail; and ordering department supplies
• Maintains calendars; schedules and sets up for meetings
• Assists staff and the public with questions and problems by phone and in-person at the public counter; provides information about the City’s programs and procedures
• Types, proofreads, edits, and mails a variety of documents, forms, agenda materials, reports, letters, and general correspondence
• Generates and oversees a variety of reports, spreadsheets, databases, and enforcement maps using multiple computer applications and software
• Provides records management functions for the division, including creating and maintaining files, tracking records, preparing files for annual destruction, and fulfilling public records requests
• Processes and codes division invoices and credit card statements; assists with tracking division budget expenditures
• Provides back-up support to the Planning Commission and for Planning Commission public meetings, as needed
• Schedules, prepares, and sets up for offsite administrative hearings and other public meetings; procures and delivers required supplies to various locations
• Attend meetings at various City locations and/or project sites
• Performs other related duties as assigned
Education and Experience
• High School Diploma or GED equivalent
• One year of clerical support experience
• A valid Class C California driver license or the ability to utilize an alternative method of transportation to carry out job-related functions may be required
• Bilingual in English and Spanish is desirable
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
Knowledge and Abilities
• Strong written communication skills and knowledge of basic math, business English, spelling, grammar, and punctuation rules as well as the ability to correctly proofread and edit correspondence for accuracy and relevance
• Strong verbal communication skills and the ability to understand, interpret, and explain City policies, regulations, and procedures to others
• Strong work ethic and the ability to appropriately handle sensitive information using professional judgment and confidentiality
• Strong organizational skills and the ability to manage time effectively, coordinate multiple projects simultaneously, work in an environment with constant interruptions, be flexible to changing priorities, consistently meet time-sensitive deadlines, and be flexible to changing priorities
• Strong customer service skills and the ability to provide excellent service to staff and the public, including the ability to effectively handle conflicts and complaints from upset customers
• Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public and be a team player
• Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint
• Strong file management skills and the ability to set up and maintain effective tracking and filing systems
• Strong attention to detail and the ability to produce work that is both accurate and complete
• Self-motivated and the ability to work both independently and as part of a cohesive work team
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds
Additional Information
An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.