Office Assistant I/II/III - Temporary Part-time (TPT)

Office Assistant

The City of Davis Parks and Community Services Department is seeking an organized and motivated individual to assist with registration for recreation programs and facility reservations, summer waiting lists and general customer service. Under immediate supervision (Office Assistant I), general supervision (Office Assistant II), or direction (Office Assistant III), performs a variety of clerical and administrative duties in support of an assigned functional area; serves at the front counter and on the phone, 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; provides information and assistance to the general public; and performs related work as required. Department: Parks & Community Services Hours: Approximately 15-20 hrs/week, Monday-Friday, between: 8:00 am – 5:00 pm Wages: $18.78 - $27.63 per hour Status: Temporary Part-Time, no benefits

Examples Of Duties

• Performs a wide variety of routine office administrative duties to support departmental operations, including filing (electronic and paper), preparing records, and using Citywide computer applications for processing accounts payable; receives payments; processes permits and licenses; and orders and maintains office and other related supplies.
• Answers incoming telephone calls and e-mails; 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.
• Collects fees and payments from the public; maintains records of and reconciles revenues collected; provides support to cashiering staff; prepares and coordinates cash deposits.
• 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, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• Compiles information and data for administrative, statistical, and financial reports; assembles reports, manuals, articles, announcements, and other informational materials.
• Maintains and updates departmental electronic and paper record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from computer and internet application systems, programs, and databases as required.
• Maintains calendars and makes meeting arrangements; schedules meetings between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings.
• Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
• Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; audits files to ensure they are properly maintained and categorized for retention purposes.
• Schedules and coordinates appointments, meetings, seminars, conferences, and training sessions; prepares meeting agendas and informational packets; mails out public notices.
• Runs basic reports and creates simple spreadsheets.
• Provides basic to intermediate customer service including responding to customer queries via phone and email using pre-approved templates and guidance documents.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

Typical Qualifications

Minimum Qualifications: · Must be at least 18 years of age and education equivalent to completion of twelfth grade. · Knowledge of word processing, spreadsheets and email. · Ability to communicate effectively with staff and the public. · Advanced computer skills are highly desirable. · Knowledge of parks and recreation programs and services is desirable. · Ability to multitask. Physical/Sensory Requirements: On a continuous basis, sit at a desk for long periods of time. Intermittently twist and reach office equipment; write and use a keyboard to communicate through digital and written means; lift or carry weight of 10 pounds or less; verbal and hearing skills to effectively communicate with the public and other staff; visual acuity to oversee projects, and make observations.

Supplemental Information

To Apply: A City of Davis online employment application must be submitted to be considered for this position; paper applications will not be accepted. To apply, please go online at www.cityofdavis.org/jobs PLEASE NOTE: All applicants will be notified via email. EQUAL OPPORTUNITY The City of Davis encourages applications from qualified women and minorities. All employment decisions are made on the basis of qualifications without regard to race, religion, color, sex, national origin, disability or sexual preference. NOTES Information contained herein does not constitute either an expressed or implied contract and the provisions are subject to change. According to the Federal Reform and Control Act, the City of Davis is required to hire only U.S. citizens or aliens lawfully authorized to work in the United States. If you require accommodation during any phase of this recruitment process, please contact the Human Resources office at (530)757-5644 or TDD (530)757-5666. The City of Davis has a no smoking policy for all city facilities.