Office Assistant - PT

Administrative Support Clerk

Under general supervision, performs a variety of clerical and administrative duties in support of City staff and functions; serves at the counter and on the phone and answers inquiries and responds to complaints from the public; reviews and routes mail and phone calls to appropriate staff; processes invoices, purchase orders, billings, time sheets, and office supply orders; collects fees and payments from the public; maintains records of revenues and expenditures; prepares and coordinates cash deposits; files documents and records; reserves and confirms rentals of City facilities; and performs related work as required.

Receives general supervision from assigned management and supervisory personnel. Exercises no supervision of staff.

This is the fully qualified journey-level classification in the administrative support series is responsible for performing the full range of clerical and administrative duties in support of an assigned department. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Examples of typical job functions (illustrative only) :

• Answers incoming telephone calls; 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.
• 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.
• Collects and distributes incoming mail, packages, email communications, correspondence, reports, requests for service, and complaints to appropriate staff; receives, processes, and tracks documents such as permit applications, contract agreements, proposals, plans and specifications, plan submittals, insurance certificates, subpoenas, summons, petitions, and claims.
• Schedules and prepares City facilities for meetings and special events; reserves and confirms rentals of City facilities; maintains online calendars for facility use; opens, locks, and secures facilities; processes facility request applications; prepares sign-in sheets for events, workshops, and other functions.
• Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; maintains and / or establishes filing systems; audits files for compliance with federal, state, and local laws and records retention schedules; mails out public notices.
• Collects fees and payments from the public; maintains records of and reconciles revenues collected; provides support to cashiering staff; prepares and coordinates cash deposits.
• Orders supplies, equipment, and materials; ensures adequate inventory of department supplies; seeks competitive price quotes from various vendors; schedules equipment repairs and maintenance issues.
• Prepares and processes invoices, purchase orders, change orders, billings, and time sheets; monitors departmental revenues and expenses; gathers bids; assembles purchase requisitions; enters data for budget tracking.
• Processes and tracks payroll; receives and verifies timesheets; verifies account numbers on timesheets; enters payroll data into automated timekeeping system.
• Schedules and coordinates appointments, meetings, seminars, conferences, and training sessions; acts as meeting and / or committee secretary; prepares meeting agendas and informational packets.
• Observes and complies with all City and mandated safety rules, regulations and protocols.
• Performs other duties as assigned.

Knowledge of :

Ability to :

Minimum Qualifications :

Education and Experience : Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be : Education : Equivalent to completion of the twelfth (12th) grade. Experience : Two (2) years of responsible general clerical administrative experience. Licenses and Certifications : None. Typing Certificate.

Physical Demands : Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental Conditions : 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. E-Verify : The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.