Office Assistant

Office Assistant

The City of Pasadena is seeking hardworking, enthusiastic, and customer service-oriented Office Assistants. Office Assistants are used city-wide and perform a wide variety of routine to difficult and responsible clerical and technical administrative support functions in support of an assigned division and department.

There are currently two vacancies with the Planning and Community Development Department in the Code Compliance Division. The ideal candidates for these vacancies will have exceptional customer service skills, including solving customer service issues, interacting with the public on the phone, email, and in person, administrative support experience, recordkeeping skills including maintaining and updating databases and tracking tools, strong knowledge of Microsoft Excel, PowerPoint and Word, and will be comfortable in a dynamic, fast-paced multi-tasking environment.

Please note : This recruitment is authorized as Open Competitive and Promotional, and two eligible lists will be established as a result of this recruitment. The promotional list may take precedence.

The major responsibilities for this position are listed below but may vary depending on assigned division and department. For more detailed information, please review the job description.

• Answers, screens and refers telephone calls; answers questions from applicants and the public regarding City programs and services including clarification of regulations and ordinances, enrollment requirements and business processes and procedures; responds to escalated customer questions and complaints over the phone or at a public counter; researches requests from other City employees, vendors or the public; provides initial screening, assists with the preparation of forms and documentation and enrolls participants in City services and programs; provides recommendations on other services and community resources available to participants.
• Creates, formats, edits, revises, proofreads, prints and / or publishes records, reports, correspondence, memoranda, forms and other documents; creates and / or revises presentation materials; coordinates production of materials with the Print Shop; establishes and maintains computerized and manual file systems, logs, distribution lists and other data.
• Inputs data and prepares and processes requisitions, purchase orders and check requests; verifies the accuracy of receipts and invoices; creates spreadsheets and manages databases to track purchases made by purchase orders; ensures invoices are compliant with contracts; validates information with vendors; updates budget spreadsheets.
• Maintains a variety of standard office and specialized records and files; maintains and updates databases and tracking tools; gathers and enters data and information; summarizes information and generates specialized reports; collects data for audits and grant reporting; verifies the accuracy of data entry and identifies areas needing further review.
• Monitors and maintains inventories of supplies and materials; types purchase requisitions and check requests; maintains a postage meter and arranges for meter replenishment.
• Enters timesheet information for department employees in the City's payroll system; calculates and processes overtime and time-off payments; picks up and distributes payroll checks; may assist higher level staff in preparing and processing a variety of personnel action forms; answers questions from managers and employees regarding the status of personnel action forms and about human resource policies and procedures.
• Prepares and processes managers' expense-related forms including travel requests and reimbursements, petty cash and expense reports; reconciles credit card statements and purchase card activity.
• Schedules appointments and makes meeting arrangements; schedules usage of conference and meeting rooms; setup and cleanup for special events and commission meetings; contacts vendors and places orders for food, supplies and audio-visual equipment; oversees other meeting logistics.
• Performs related duties as assigned.

The following list represents the core competencies needed for success in this position.

Education and experience minimum qualifications :

The selection process may consist of an evaluation of training and experience and the most highly qualified candidates will be invited to participate in an online typing test, written examination, structured interviews and / or selection interviews. There is currently two vacancies in the Planning and Community Development Department. The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future. Candidates selected for this position are subject to a one year probationary work period.

Must possess a valid California Class C driver's license and comply with the City's Motor Vehicle Safety Policy during the course of employment. Must type 40 net words per minute with 95% accuracy. Please note that qualified applicants will be invited to take an online typing test administered by the City. Applicants that do not receive a passing score on the online typing test will not be considered for further consideration. Please do not attach a typing certificate to your application. Current City of Pasadena employees who hold a position that requires the same or more words per minute are not required to take the online typing test. Employees are responsible for verifying the typing requirement for their current classification.