Office Technician

The City of Salinas is seeking to fill an Office Technician position in the Community Development Department and in the Public Works Department. The eligibility list established by this recruitment may be used to fill future Office Technician vacancies city-wide.

Special Instructions: All applicants must provide proof of the required education and a typing certificate valid within the last twelve months demonstrating a typing speed of 40 net words per minute at the time of application or submit to the Human Resources Department. The City will accept typing certificates completed online. Applications are incomplete without the required documents and will be disqualified. Applicants are responsible for ensuring all documents are received.

Summary of Duties: The Office Technician performs a variety of responsible, confidential and complex clerical work, payroll, accounting, and administrative duties.

Distinguishing Characteristics: This is an intermediate level clerical class and is distinguished by the ability to perform the full range of duties with only infrequent instruction or assistance. 

Supervision Received and Exercised: Receives general supervision from department director or designee. Exercises no direct supervision.

1. Prepares, proofreads, and processes a variety of documents, including letters, memos, agendas, reports, statistical charts and forms   
2. Prepares, processes and maintains all departmental personnel and payroll records for departmental staff
3. Prepares and processes personnel actions, hiring requisitions, purchase orders, departmental billing requests, purchasing-related documents and other accounting documents
4. Processes performance reviews, performance agreements, leave request forms, workers’ compensation forms and related payment vouchers or other payroll-related forms 
5. Works with the Finance department to track, code and gather approvals and verify for accurate processing
6. Receives, sorts and distributes payroll checks
7. Prepares, maintains, and processes personnel action forms, leave balance reports, or other related forms, lists, or rosters
8. Monitors and orders office supplies, equipment and uniforms; maintains inventory controls; submits invoices and processes purchase orders 
9. Assists the public in person and over the phone and serves the public and staff in a courteous and professional manner
10. Responds to inquiries as it relates to payroll, leave time, over time, compensatory time, workers’ compensation, or other payroll-related questions
11. Researches and compiles information and data for statistical, financial reports, and special projects
12. Checks records and forms for accuracy and completeness; sorts and files documents and records; maintains various filing systems
13. May accept and account for monies from fees, dependent of department or division
14. Assists department director and/or departmental staff in preparing budget reports
15. Recommends changes and assist in the development of office and departmental procedures
16. Prepares travel authorization forms; informs departmental staff on amounts allowable for meals, mileage, registration and lodging
17. May train lower-level clerical personnel, temporary employees, student workers, or volunteers.
18. Refers to City policies rules and regulations to respond and refer inquiries as appropriate
19. Promotes and maintains safety in the workplace
20. Performs other related duties as assigned

• Principles and practices of clerical, payroll, and administrative procedures
• Modern office methods and equipment 
• Clerical and financial record keeping principles and procedures
• English usage, spelling, grammar and punctuation
• Business arithmetic
• Standard spreadsheet and word processing programs

• Make accurate mathematical computations
• Operate standard office equipment 
• Process detailed paperwork in accordance with specific policies and procedures
• Establish and maintain effective working relationships with City officials and staff, outside agencies, and the public
• Deal tactfully and courteously with the public and other employees
• Communicate clearly and concisely, both orally and writing
• Understand, apply and explain a variety of organizational, departmental and administrative polices, procedures and related information
• Compile, maintain and monitor complex records, and information
• Work independently in the absence of supervision and work under pressure to meet deadlines
• Maintain confidential data and information

• Type at a speed of 40 words per minute

1. Clerical or administrative
2. Payroll, payroll entry, time-card review experience
3. Workers’ Compensation
4. Finance, budget or accounting

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required.

Salary : $25 - $32