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Company Name : City of Santa Clarita
Location : Santa Clarita, CA
Position : Office Assistant
Job Description : Description/Duties & Responsibilities
The Office position is responsible for providing a wide range of clerical support for the City Manager’s Office. This position will work in a fast-paced, customer-service oriented, high-profile environment with a high-volume workload and time-sensitive deadlines.
Duties and Responsibilities:
Provides clerical support to City Manager’s Office staff, including managing and maintaining calendars and scheduling and setting up meetings and conference calls
Answers incoming phone calls; receives, sorts, and processes mail; creates and maintains files; orders routine and special suppliesTypes, proofreads, edits, distributes, and files a variety of documents, reports, letters, memos, and general correspondenceOrders plaques for various occasions and recognitionsAssists with the creation, coordination, distribution, and filing of City certificates, proclamations, and recognitions signed by members of the City Council
Processes purchase orders, invoices, credit card statements, check requests, and reimbursementsCoordinates travel arrangements for City Manager’s Office staffProvides records management functions for the division, including tracking records, preparing files for annual destruction, and fulfilling public records requests
Assists with high-profile special events and meetings, including coordinating location sites, purchasing supplies, preparing event materials, and setting up for eventsCorresponds with different members of the community, including elected officials and their representativesResponds to inquiries and complaints, including assisting difficult and upset customers with questions and problems by email, phone, and in-person; provides information about City programs and proceduresPerforms other related duties as assigned
Education and Experience
High School Diploma or GED equivalentOne year of clerical support experience in a fast-paced, professional office environment supporting high-profile executivesAny combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
Possession of, or the ability to obtain, a valid Class C California driver license
Knowledge and Abilities
Strong organizational skills and the ability to coordinate multiple assignments simultaneously, work in an environment with constant interruptions, be flexible to changing priorities, and consistently meet deadlinesPoised and professional in appearance, demeanor, and communication skillsStrong written communication skills and knowledge of business writing, spelling, grammar, and punctuation rules and the ability to correctly proofread and edit correspondence for accuracy and relevanceStrong verbal communication skills and the ability to understand, interpret, and explain City policies, regulations, and procedures to othersStrong computer skills and proficiency in Microsoft Outlook, Word, Excel, and PowerPointStrong customer skills and the ability to provide excellent customer service to employees and the public, including the ability to handle conflicts and complaintsStrong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general publicStrong attention to detail and the ability to produce work that is accurate, thorough, and completeAbility to anticipate the needs of others and exercise sound judgementStrong file management skills and the ability to set up and maintain effective tracking and filing systemsSelf-motivated, proactive, and the ability to work both independently and as part of a cohesive, collaborative work teamAbility 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. Before entering upon the duties of employment, all public employees 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.
The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
This post is listed Under California jobs
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