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Company Name : City of Rohnert Park, CA
Location : Rohnert Park, CA 94928
Position : Office Assistant at the Rohnert Park Community Center
Job Description : The Position
Are you looking for a meaningful career where you can showcase your talents while continuing to grow and learn? The “Friendly City” is seeking a team member to serve as an Office Assistant at the Community Center.
TO APPLY:
To be considered for this opportunity, please visit “Job Opportunities” at www.rpcity.org for an online application and the required supplemental questionnaire. Work history must include all employment for the last ten years. All applications will be screened for completeness and possession of minimum qualifications. Applications will be reviewed in detail to identify the most qualified candidates to interview.
PLEASE NOTE:
You may submit a resume or other relevant documents to further describe your qualifications; however, “See Resume” will NOT meet the requirements to submit a complete application, including employment history, or be accepted in lieu of responses to supplemental questions.
If you need assistance applying online, please click on the Application Help/FAQ’s link:
https://www.governmentjobs.com/home/faq
If you are a CalPERS retiree, you may not work for the City of Rohnert Park more than 960 hours per fiscal year, July 1st through June 30th, nor in a regular, i.e. permanent position. Work assignments must be temporary, i.e. typically limited to 12 months.
DEFINITION
Under direct supervision, provides a variety of office support activities to an assigned City department, which may include word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices for approval, record-keeping and filing, report preparation; provides general information and direction in assistance to the general public; and performs related duties, as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from assigned supervisory or management personnel. Exercises no supervision of staff.
CLASS CHARACTERISTICS
This is an entry-level classification. Initially under close supervision, incumbents with basic clerical experience are given detailed instructions to perform basic administrative and office support duties, including document preparation, record-keeping, compiling, and organizing information from various sources, screening phone calls, visitors, and mail, and directing questions to the appropriate staff. As experience is gained, assignments become more varied and are performed under general supervision. Work is supervised while in progress and fits an established structure or pattern, exceptions or changes in procedures are explained in detail as they arise. Since this class is often used as a training class, employees may have only limited or no directly related work experience. Eventually, positions will attain a level of experience to receive only occasional instruction or assistance as new or unusual situations arise and where they are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant classification in that the latter performs more advanced administrative and office support duties requiring additional training and/or experience and may provide technical and functional direction to lower-level office support staff.
Ideal Candidate
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Performs a wide variety of routine office administrative duties to support departmental operations, including filing, preparing records and basic reports, accounts payable, cashiering duties, processing permits and licenses.
Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
Assists in compliance with the City’s adopted records retention and management policies.
Assists in updating the City’s website and social media accounts.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Prepares, copies, collates, and distributes a variety of documents, including agendas, claims, bid packages, contracts, informational packets and specifications; tracks routing; ensures proper filing of copies in departmental or central files.
Screens calls, visitors, and incoming mail; assists public at front counter and directs public to appropriate locations and/or staff; responds to complaints and requests for information; upon direction, applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; enters public calls into appropriate computer databases; directs callers to appropriate City staff as necessary.
Composes, types, formats, and proofreads a variety of routine reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; suggests corrections.
Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
Compiles information and data for administrative, statistical, and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
Maintains and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from computer application systems as required.
May maintain calendars and make meeting arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings.
Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested.
May monitor and order office and other related supplies; assist in preparing, processing, and tracking purchase requisitions for services and materials.
Receives vendor invoices; routes request for payment to staff for approval.
Performs cashiering duties; receives money and issues receipts; collects and accounts for service fees.
Coordinates workshops and classes; assists with special event programs; assists in coordinating reservations, scheduling, and use of equipment and facilities.
Performs other related duties as assigned.
In performing the duties described above, the incumbent is expected to:
Provide outstanding and friendly customer service.
Create and maintain a respectful and collaborative working environment.
Communicate honestly and behave in a manner that is ethical, legal and fiscally responsible.
Demonstrate care for the organization, customers, and coworkers.
Perform work of the highest quality possible.
Practice and encourage initiative and innovation to improve the workplace.
Qualifications and Requirements
KNOWLEDGE OF:
Principles and practices of data collection and report preparation.
Basic accounting methods, procedures, and terminology.
Principles of business letter writing.
Basic principles of record-keeping and cash handling.
Techniques for providing customer service by effectively dealing with the public and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination.
Computers and software programs to conduct, compile, and/or generate documentation.
ABILITY TO:
Learn to respond and effectively prioritize multiple phone calls and other requests for service.
Learn and explain administrative and departmental policies and procedures.
Compose correspondence and reports from instructions.
Make accurate arithmetic computations.
Perform responsible clerical support work with accuracy and speed under general supervision.
Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Organize, maintain, and update office database and records systems.
File materials alphabetically, chronologically, and numerically.
Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Learn to understand and apply pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
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:
Equivalent to completion of the twelfth (12th) grade and one (1) year of experience performing paid or unpaid general office tasks.
LICENSES AND CERTIFICATIONS:
Ability to obtain a valid California Driver’s License by time of appointment and a satisfactory driving record may be required for some positions.
Additional Information
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 and walking or driving a motor vehicle between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter 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 10 pounds.
ENVIRONMENTAL ELEMENTS
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.
CALPERS RETIREMENT: Per the Public Employees’ Pension Reform Act (PEPRA), effective 1/1/13, new-hire employees will be in the Misc. 2% at Age 62 retirement formula with a 3-year final compensation. Employees must contribute 50% of the normal cost rate to CalPERS, which is currently 6.25%.
Medicare Taxes are withheld, but the City does not participate in Social Security.
MEDICAL INSURANCE: Employees may select from Kaiser, REMIF, or Sutter health plans. The City contributes a set credit amount based on coverage level.
DENTAL & VISION INSURANCE: City provides Delta Dental and VSP (vision) insurance at no premium cost to employee and eligible dependents.
HOLIDAYS: 12.5 paid holidays per year.
ANNUAL LEAVE PROGRAM: 12.67 hrs/month accrual for paid time off. Accrual schedule increases with service. The maximum Annual Leave cap is 500 hours.
ADDITIONAL BENEFITS: City-paid $50,000 life insurance policy and $1000 for dependents, Short-Term Disability Insurance, Long-Term Disability Insurance, Employee Assistance Program, Education and Tuition Reimbursement Program, Bilingual Pay, Dependent Care Assistance Program, Health Care Tax Free Dollar Account Program, Catastrophic Leave Program, and free use of the City’s Sports Center and lap swim in the City’s swimming pools. Employees may purchase supplemental life insurance, participate in deferred compensation program and join in a credit union. The City is a non-smoking workplace.
EMPLOYEE UNIT: This position is in the Rohnert Park Employees’ Association Unit. Positions in this unit that are Exempt under the Fair Labor Standards Act (FLSA) receive 50 hours of Administrative Leave.
This post is listed Under California jobs
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