Office Assistant (Agency-wide Talent Pool)

Job Summary:
Under direct supervision, Office Assistants provide clerical support to administrative units, divisions and/or departments.  Depending on the assignment, typical duties may include the following:

• Sets own priorities regularly and manage multiple work priorities.  Incumbents may help set priorities for others but are primarily accountable for own work results.
• Performs assignments that are varied involving the regular use of judgment and discretion.
• Takes courses of action, which are guided by some interpretation of policies and procedures.
• Develops creative solutions to a variety of problems addressed.
• Responds to informational inquiries, provide information, or refer questions to appropriate City staff.
• Greets visitors following established office protocol.
• Answers single or multi-line phones, routes calls, and records/distributes messages.
• Schedules and coordinates meetings, travel arrangements, and appointments as required.
• Prepares correspondence, memoranda, forms, and/or other materials.
• Participates in preparing and distributing agendas and/or meeting materials.
• Records, transcribes, and distributes meeting minutes.
• Prepares documentation and maintains specialized records of departmental operational activities (e.g., invoices, purchase orders, permits, citations, equipment inventories, time and attendance records, financial/budget information, etc.)
• Orders office/operational supplies as needed (e.g., janitorial supplies or automotive parts).
• Transports materials and supplies to and from the City, and offsite locations, such as banks, the Post Office, City Hall, and Yuma as directed.
• Copies/collates documents and distributes them to appropriate parties.
• Stamps, sorts, and distributes incoming mail and prepares outgoing mail.
• Locates and retrieves files or documents; performs data entry and routine file maintenance.
• Monitors maintenance and service of office equipment and contacts repair personnel as required.
• May prepare and post notices for meetings, work sessions, public hearings, etc.
• Perform other related duties as assigned.

Possess knowledge of:

• Office methods, procedures and practices.
• Correct business English, grammar, spelling and punctuation.
• Fundamental writing skills to effectively communicate standards information.
• Manual and/or automated filing procedures and file maintenance.
• Data entry and verification procedures.
• Rules, regulations, policies, and procedures applicable within the department

Possess the ability to:

• Use standard office equipment, along with the ability to use standards software such as Microsoft Suite (Word, Excel, Outlook, PowerPoint, etc.)
• If typing/keystroke skills are required, a keystroke speed of 30 C.W.P.M. is necessary.
• Perform basic arithmetic functions.
• Respond to basic routine inquiries and explain standard policies and procedures to others.
• Establish and maintain effective working relationships in a diverse community.

Skilled in:

• Excellent communication skills both verbal and in writing.

• Residency within 25 miles of San Luis within the US.

• Bilingual in English and Spanish.

Desired/Preferred:

• Associate degree. 

• San Luis residency.

Salary : $16