PT OFFICE ASSISTANT

Summary Description

The City of San Marcos welcomes qualified applications for the position of Part Time Office Assistant in the Building Division of the Fire Department.

Applications due by: July 24, 2026, 4:00pm

First Interview: August 12, 2026

Second Interview: August 24, 2026

Under supervision, performs a variety of customer service and clerical duties necessary for plan review and issuance of Building Permits, including but not limited to responding to phone and emails, records management and research, data entry, payment processing and bank deposits, assisting with special projects; and performing related duties as assigned in support of general office function.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Answer phone and email inquiries from the public daily
• Interpret software data to provide status updates on permits and plan reviews, inform additional staff members as necessary.
• Process payments in person and over the phone. Print and create financial reports to prepare bank bags for deposit. Edit for accuracy and completeness, resolve discrepancies, maintain financial records.
• Organize and maintain various files in accordance with the City’s Records Retention policy, including sending reports to applicable outside agencies on a regular basis
• Gathers and organizes data to assist staff in the review and issuance of building construction permits.
• Verify and review building permit applications for completeness and conformance with established regulations and procedures. Apply both City and Departmental program, policies and procedures in determining completeness of applications and permit records.
• Efficient use of various City computer programs and permitting software; Enter and maintain data; generate reports, create documents using Microsoft Office applications, especially Word and Excel.
• Make copies or scan printed materials such as memoranda, reports, and other materials in department and/or central files.
• Answer questions and provide information to the public and assist internal staff in a courteous manner; interpret and explain the CA State Building Code, City ordinance or administrative policies; provide information within the area of assignment; resolve complaints in a proactive, efficient and timely manner.
• Performs other related duties as required.
  
  

Qualifications

Knowledge of:

Microsoft Office Suite and various software programs, filing systems, modern office methods and practices, customer service, various office equipment and machines including copier, calculator, letter writing, proofreading and editing, basic business math, cash handling and basic accounting principles and techniques.

Ability To

Operate office equipment including data entry keyboards, copy and printing equipment; understand and carry out oral and written instructions; express written and verbal ideas clearly and concisely; cooperatively handle a wide variety of tasks, effectively prioritize and perform all duties with composure; use good judgment in the scope of assigned authority, establish and maintain effective relationships with City employees and members of the public; demonstrate an awareness and appreciation of the cultural diversity of the community.

Education And Experience

Education/Experience:

Education equivalent to high school graduate with experience and/or training providing the required knowledge and abilities needed to successfully perform the duties of the position.