What are the responsibilities and job description for the PT OFFICE ASSISTANT position at City of San Marcos, California?
SUMMARY DESCRIPTION
The City of San Marcos welcomes qualified applications for the position of Part Time Office Assistant in the Human Resources / Risk Department.
Who we are:
As a lean internal support team, we take pride in delivering exceptional customer service while supporting our organization’s most valuable asset – our people. We partner with departments across the city on hiring, onboarding, training, and employee development, and we help employees and their families navigate our competitive benefits offerings. In addition to core HR functions, our team also leads citywide risk management efforts, giving us a unique role in promoting and protecting employee and community safety. This added responsibility keeps our work dynamic, meaningful, and engaging.
Whether preparing interview materials, assisting with new hire orientations, or providing general administrative support, you will play a key role in demonstrating the City's core value of being a good partner. We are seeking a detail-oriented and dependable Office Assistant to help our team deliver excellent customer service to both employees and the public. This position is ideal for someone interested in public service and gaining experience in a professional human resources environment. If you're organized, motivated, and ready to learn, we’d love to hear from you.
Applications due by: August 28, 2025 4:00pm.
Interviews: September 8, 2025
Interviews: September 8, 2025
Part Time positions are limited to working no more than an average of 20 hours per week and no more than 999 hours per fiscal year.
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.
- Assists with document processing, file management and research.
- Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.
- Gathers and organizes data to assist staff in the preparation of reports and recommendations.
- Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area.
- 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.
- Types, originates, formats, proofreads, and distributes a variety of reports, letters, and memoranda associated with departmental projects; types from rough drafts, verbal instructions, or transcription machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
- Prepares, gathers, assembles, tabulates, enters, checks, verifies, balances, adjusts, records, and files financial data; reviews information to ensure accurate reporting; resolves discrepancies; establishes and maintains various files and records.
- Utilizes various computer programs and applications; enters and maintains data; generates reports from a database or in-house system; creates spreadsheets and generates reports using spreadsheet software; creates documents using word processing software.
- Assists with maintaining calendars of activities, meetings, and various events; arranging meetings and making appointments; providing support to committees such as preparing agendas, materials, and minutes.
- Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
- Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in department and/or central files.
- Answers questions and provides information and assistance to other staff and the general public in a courteous manner; interprets and explains City ordinance or administrative policies; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
- Provides back-up support for office and other accounting functions as required.
- May perform a variety of clerical duties in support of assigned unit.
- Performs other related duties as required.
QUALIFICATIONS
Knowledge of:
Filing systems; modern office methods and practices; customer service; various office equipment and machines including copier, calculator, and computer utilizing various software programs; letter writing; proofreading and editing; basic business mathematics; cash handling principles and techniques.
Filing systems; modern office methods and practices; customer service; various office equipment and machines including copier, calculator, and computer utilizing various software programs; letter writing; proofreading and editing; basic business mathematics; cash handling principles and techniques.
Ability to:
Operate office equipment including data entry keyboards, copy and fax equipment, printers; receive and apply such training as required; understand and carry out oral and written instructions; express ideas clearly and concisely, both orally and in writing; cooperatively handle a wide variety of tasks; effectively prioritize; 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; and 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.