Office Staff Assistant III (OSA III)

This position will assist the Community Development and Utility Department.

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  Receive and record telephone calls and route messages or calls to appropriate sources
• Receive callers in person, answering routine questions and providing readily available information
• Assist with office support by filing and indexing materials alphabetically and numerically, conducting simple file and record searches, operating copier machines to make copies and distribute materials as instructed, distributing and processing mail, typing a variety of short, routine materials, compiling and maintaining data for record keeping purposes, logging information, performing basic mathematical computations for record keeping purposes, may perform routine data entry
• Learn department and City policies and procedures
• Perform related work as required
• Assists public in person and by phone
• Directs calls and individuals to appropriate sources
• Assist citizens at the counter and answer questions related to department programs
• May assist public in completing forms, permits, licenses and applications
• Perform complex filing and record keeping duties and conduct file and record searches
• Process transactions and review documents for procedural or regulatory compliance
• Compute or verify data, fees or payments
• Enter and retrieve data from computer files and review computer printouts for accuracy
• Prepare memos, correspondence, reports from rough draft, machine dictation, written or verbal dictation using typewriter, word processing equipment and/or computer
• Monitor, gather and document information and data in accordance with program requirements
• May compile and maintain data for budgetary or purchasing purposes
• May prepare and coordinate distribution of payroll and personnel forms for department
• May coordinate and initiate travel and training arrangements for department personnel
• Operate a variety of office equipment and machinery with accuracy and skill
• Perform related work as required.

ALLOCATION FACTORS: Volume and difficulty of assignments, public contact and department operations; exercise of independent judgment and decision-making; level of clerical skill utilized; consequence of decisions made.

Potential Career Ladder: Experience gained by incumbents in this class can provide the knowledge, skills and abilities necessary to qualify for Office Staff Assistant IV.
Knowledge of:

• Modern office methods and procedures
• Basic computer use and basic computer applications
• English usage, spelling and punctuation
• Basic math
• Filing systems and procedures
• Routine departmental policies and procedures
• Techniques for prioritizing and organizing work.
• Thorough knowledge of City policies and procedures
• Word processing/computer applications and office environment.
• Budget and purchasing procedures of the City
• General payroll and personnel procedures for the City

• Receive and give information over the telephone and in person in a courteous and effective manner
• Write legibly
• Perform basic mathematical calculations
• Drive safely, observing legal and defensive driving practices
• Understand and carry out oral and written instructions
• Establish and maintain effective relationships with other employees and the general public
• Learn specific office procedures and policies for a department
• Operate a variety of standard office equipment effectively and efficiently
• Perform general clerical work of average difficulty
• Work with minimal supervision
• Organize assignments and adapt to changing priorities
• Understand and adhere to stated oral and written instructions, communications, procedures, rules and regulations
• Type or operate a word processor or computer terminal at an acceptable rate of speed and accuracy to complete assignments
• Establish and maintain accurate records and reports
• Retrieve and prepare statistical data
• Keep moderately complex records
• Independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies
• Compose and prepare letters and memoranda
• Comprehend, explain and adhere to statutes, rules and regulations
• Instruct and monitor work of other clerical employees
• Make decisions independently in accordance with established policies
• Type at 50 words per minute

Physical: Strength category: Light-exert force to 20 pounds occasionally, or 10 pounds frequently, or negligible force constantly. May involve significant standing, walking, pushing and/or pulling. Frequent fingering, typing. Occasional to frequent standing; occasional walking, sitting, bending, stooping, pushing, pulling, handling, gripping, grasping, twisting at the waist, reaching at, above and below shoulder level, extending neck upward, downward and side to side, climbing stairs. On rare occasion, climbing ladders, crouching, kneeling. Vision: Visual acuity which could be corrected sufficiently to perform the essential functions of the position; average depth perception needed. Hearing: Effectively hear/comprehend oral instructions and communication.

Mental/Psychological: All Levels: Work cooperatively and interact appropriately with those contacted in the course of work, including the general public; respond quickly to changing priorities; communicate effectively orally; perform effective multi-tasking; work under pressure; work within deadlines. Utilize simple reading, writing and math skills; understand, remember and carry out simple job instructions. OSA III/IV Utilize complex reading, writing and math skills; understand, remember and carry out complex job instructions; train other workers; monitor and coordinate the work of others.

ENVIRONMENTAL CONDITIONS: Constantly works indoors. On rare occasion works outdoors. Frequent use of a computer. Occasionally drives motorized equipment/vehicles. Works both alone and with others.

The information herein does not either constitute an expressed or implied contract.
These provisions are subject to change without notice.

Job classes in this unit are subject to the City's Personnel Rules, Procedures, and Policies. Benefits include the following:

Bilingual Pay: Individuals determined to be in an eligible position and qualified by the City will be eligible for $150 per month bilingual pay.

Deferred Compensation: The City encourages and supports employee enrollment in either MissionSquare or CalPERS deferred compensation plan. Employees may contribute up to the maximum amount according to the IRS Retirement Plan Contribution Limits.

Dental Insurance: Effective the first day of the month following six complete months of employment, the employee and dependents are eligible for insurance; the City contributes a substantial amount of the premium for the employee and dependents.

Health Insurance: Effective the first day of the month following appointment, the employee and dependents are eligible for insurance; the City contributes a substantial amount of the premium for the employee and dependents. Employees can select from three (3) Blue Shield Plans.

Employee Assistance Program (EAP): Employees of the City of Lompoc are eligible to receive EAP services administered by Anthem Blue Cross. Employee, spouse, and eligible dependents are entitled to receive five (5) sessions per family member, per incident. Services include counseling for various reasons/needs.

Holidays: Thirteen (13) days per year including one floating holiday.

Life Insurance: The City provides life insurance in the amount equivalent to two years' annual salary up to a maximum of $300,000. The premium is paid entirely by the City. Employees are eligible for enrollment after the first day following six (6) months of continuous employment. Additional employee coverage is available at group rates.

Long-Term Disability Insurance: Effective the first day of the month following six complete months of employment, the employee is eligible for insurance. The City pays 100% of the premium.

Retirement: Third Tier - Employees hired after January 1, 2013 are covered by California Public Employees Retirement System (CalPERS) 2% at age 62 formula. Employees pay 50% of the normal cost of the member's contribution as prescribed by PEPRA. Final compensation is the average for the highest 36 consecutive months.

Second Tier - Employees hired after November 19, 2011 and before January 1, 2013 are covered by California Public Employees Retirement System (CalPERS) 2% at age 60 formula. An eight percent (8%) member's contribution is paid by the employee. Final compensation is the average for the highest 36 consecutive months.

First Tier - Employees hired prior to November 19, 2011 are covered by California Public Employees Retirement System (CalPERS) 2.7% at age 55 formula with 1959 survivor's benefit. A ten percent (10%) member’s contribution is paid by the employee. Final compensation is the average for the highest 12 consecutive months.

Social Security: As a City of Lompoc employee, your earnings are not covered by Social Security. Under the Social Security law, there are two ways your Social Security Benefit amount earned under previous employers may be affected, "Windfall Elimination Provision" and "Government Pension Offset Provision." FOR MORE INFORMATION, please visit http://www.socialsecurity.gov. You may also call 1-800-772-1213 or for the deaf or hard of hearing, call the TTY number 1-800-325-0778, or you may contact your local Social Security Office.

Section 125 Tax Deferral: Program used for out-of-pocket health premiums, medical costs not covered under health plan, and day care/elder care.

Sick Leave: Commencing at the time of appointment, sick leave benefits accrue at a bi-weekly rate and the employee is eligible to use those benefits reflected as their sick leave balance; accrual rate is 12 days/year.

Tuition Reimbursement: The City will provide tuition reimbursement for college courses in accordance with Personnel Procedures Manual Chapter 43 "Tuition Reimbursement for College/University Courses." In addition, the City will provide community college students up to 100% tuition reimbursement and 100% reimbursement for required course books per semester. (Course syllabus and receipts identifying books purchased are required for books).

Vacation: Commencing at the time of appointment, vacation leave benefits accrue at a bi-weekly rate based upon length of employment. Employees are eligible to use vacation leave following completion of six months employment and accrue 10 days per year, which increases to 21 days based on years of service.

UNION DUES/SERVICES FEES: This classification is a bargaining unit position and, after completion of the probationary period, incumbent must pay either the required union dues or union service representation fee. At which time, the incumbent's terms and conditions of employment are subject to the International Brotherhood of Electrical Workers ("IBEW"), Local Union 1245 Memorandum of Understanding ("MOU"). To view the IBEW MOU, go to http://www.cityoflompoc.com/humanresources/#mou.