Description/Duties & Responsibilities
The City of Santa Clarita is recruiting for a part-time, temporary, seasonal (PTS) Office Assistant to provide administrative support to the Human Resources division, focusing on the City’s Training and Development and Risk Management programs.
This position is based out of City Hall and is expected to work an estimated 24 to 28 hours per week (schedule is flexible).
Duties and Responsibilities:
• Drafts internal written communications for employee training and wellness events, such as emails, flyers, program advertisements, and invitations
• Gathers, organizes, and presents relevant information or data as needed to support Training and Development and Risk Management programs and assists in decision making; inputs, audits, and tracks staff training records through online databases, including the City’s Training and Development Portal
• Assists with scheduling, purchasing, advertising, and room set-up for staff training sessions, employee engagement events, employee wellness opportunities, and other employee offerings; updates various employee intranet pages
• Tracks internal safety reports, compliance training completions, and policy acknowledgments
• Processes invoices, coordinates purchases and updates budget tracker
• Supports employee event coordination by purchasing and drafting materials, and is present day-of, as needed
• Provides exceptional customer service internally with employees and externally with the public, including answering incoming phone calls for the division, responding to emails, and in-person interactions, and assisting the public
• Provides additional clerical support as needed
Education and Experience
• High School Diploma or GED or equivalent
• Minimum of two years of experience providing exceptional administrative support within a fast-paced, professional environment
• Strong computer skills are highly desirable
• Human Resources experience is highly desirable
• Any combination of education and experience that provides equivalent knowledge, skills, and abilities will be considered
Knowledge and Abilities
• Knowledge of basic math, business English, spelling, and a strong understanding of grammar and punctuation rules
• General understanding of human resources administration and the ability to provide support to Training and Development and Risk Management programs
• Demonstrates a reliable and responsible work ethic during times of stress and changing priorities; has a proactive, can-do attitude
• Strong communication and listening skills with the ability to proactively communicate verbally and in writing clearly, concisely, and effectively
• Strong organizational skills while handling a heavy workload and organizing time and resources efficiently; proactively following up with employees, and other Human Resources staff to communicate status updates
• Exceptional attention to detail and ability to maintain extensive and accurate records and ensure work is thorough, complete, and professional
• Exceptional customer service skills and the ability to effectively respond to and address public and employee questions
• Strong computer skills and experience in Microsoft Suite; the ability to use Microsoft Excel to track information and organize data; Microsoft Word to prepare templates and letters; and Microsoft Outlook to communicate with staff and manage deadlines; and the ability to quickly learn and use third-party databases and software programs, such as SurveyMonkey and Canva
• Strong interpersonal skills and the ability to develop and maintain effective working relationships with employees at all levels
• Ability to maintain confidentiality, handle sensitive information, exercise professional judgment, and conduct oneself ethically
• Reliable team player and the ability to work independently as well as collaborate as part of a team
• The 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 employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States and successful completion of a post-offer pre-employment physical which may include a drug screen and Physical Abilities Test, negative TB test on file, 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.
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.
In compliance with California law, positions working with children are required to be mandated child abuse reporters. A mandated reporter is an individual who is obligated by law to report suspected cases of child abuse and neglect.
In addition, part-time, temporary, and seasonal (PTS) employees may be 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.
PTS workers are at-will. Generally, PTS employees are limited to no more than 999 hours.
For more information and to apply online, please visit www.santaclarita.gov/jobs.
APPLICATION DEADLINE: Monday, November 18, 2024 at 12:00 p.m.
The City of Santa Clarita is an Equal Opportunity Employer