PTS Office Assistant, Building

Job Title: Part-time, Temporary, Seasonal Clerk

The City of Santa Clarita is currently recruiting for a part-time, temporary, seasonal employee to provide clerical support for the Building & Safety Division in the Community Development department.

This position is responsible for performing general clerical work including document processing, responding to public records requests, answering telephones, providing customer service to the public, and other clerical duties as assigned.

This position is anticipated to work up to 40 hours per week, Monday-Friday, based out of City Hall. The duration and hours of this assignment may be subject to the division's needs.

Duties and Responsibilities:

• Provides clerical support for employees in the Building & Safety Division, including answering incoming phone calls for the division; receiving, sorting, and processing mail; and scheduling building inspections
• Assists the public by answering questions, providing information, and directing inquiries to appropriate staff as necessary
• Provides typing, proofreading, and editing of a variety of documents and reports, including letters, memorandums, and email responses from the City to the public
• Responds to public records requests in compliance with the California Public Records Act (CPRA)
• Researches archived and active building permit and plan records
• Prepares and distributes reports
• Organizes, prepares, and processes historic permit documents and oversized building plans for off-site scanning
• Maintains files of correspondence, forms, reports, and other materials
• Scans and indexes documents for electronic storage
• Conducts quality control on returned plans from off-site scanning
• Utilizes various software programs, including Microsoft Word, Excel, Outlook, Laserfiche, Accela, Infolinx, and GoGov
• Performs other duties and responsibilities as needed

Requirements:

• High School Diploma or a GED equivalent
• One year of clerical support experience in a fast-paced, professional, and customer-service oriented environment
• Customer Service Experience is highly desired

Knowledge and Abilities:

• Strong communication skills; knowledge of basic math, business English, spelling, and strong understanding of grammar and punctuation rules; and the ability to correctly proofread and edit correspondence
• Strong records management skills and the ability to prepare and maintain effective tracking and record-keeping systems
• Strong organizational skills to manage large volumes of documents and ensure that both digital and physical files are properly indexed and stored
• Ability to communicate clearly and concisely, both orally and in writing
• Knowledge of clerical and office practices and procedures
• Strong computer skills and proficient in Microsoft Outlook, Word, and Excel, including the knowledge or ability to learn Accela, Infolinx, Laserfiche, and GoGov
• Ability to provide excellent customer service to staff and the public including the ability to handle conflicts and complaints
• Strong interpersonal skills and the ability to develop and maintain effective working relationships with employees, managers, and outside agencies
• Ability to manage time effectively, coordinate multiple projects simultaneously, work in an environment with constant interruptions, consistently meet deadlines, and be flexible to changing priorities
• The ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds