Salary: $17.92 - $21.99 Hourly
Location : Galt, CA
Job Type: Regular Part Time
Job Number: 2023-00115
Department: Administration
Division: City Managers Office
Opening Date: 06/04/2024
Closing Date: 6/11/2024 11:59 PM Pacific
Max Number of Applicants: 50
Description
ABOUT GALT
Incorporated in 1946, Galt is a growing community with approximately 26,000 residents located approximately 20 miles south of Sacramento along Highway 99. The City is led by five elected council members, the Mayor being appointed.
Galt offers affordable housing with a small town atmosphere, perfect for raising young families as well as a great opportunity for new businesses.
The City is known for its annual Independence Day Celebration with fireworks and the Winter Bird Festival. We also offer the Galt Market, an open air market held every Tuesday and Wednesday offering great deals on fresh fruits and vegetables, clothing, home furnishings and much more.
Sports and Recreation are key to Galt's quality of life. Enhanced by its mild seasonal climate and numerous parks, Galt features a variety of activities for youth and adults such as t-ball, baseball, football, soccer, swimming and swim lessons, karate, exercise classes and many more choices to meet the needs of the community.
The City of Galt is located in the heart of the Delta Recreation Area in Northern, California. Thirty minutes away are the Sierra Foothills and the Sacramento Delta. Reno, Lake Tahoe, San Francisco and the CA coast are all within a two hour drive making Galt a recreational haven for boat lovers and outdoorsmen alike.
ABOUT THE POSITION
The City of Galt is currently accepting applications for
Office Assistant II
This recruitment may close prior to the advertised date once we receive a sufficient number of qualified applicants .
Under direct or general supervision, provides a variety of routine to complex office support activities to various City offices, which may include receptionist duties, typing, proofreading, record keeping, opening and distributing mail, scheduling meetings, preparing meeting agendas and summaries, entering and retrieving information from computer databases, carrying out research and compiling reports that may require the use of arithmetical calculations, ordering supplies, processing invoices; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives direct or general supervision from assigned supervisory or manager personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS
This is the journey-level class in the Office Assistant series. Incumbents perform a variety of office support class, fully competent to independently perform a variety of responsible duties to assist in the provision of City services. General guidelines are provided and supervision is normally available in unusual circumstances. Specific duties, such as the amount of word processing, use of computers, and contact with the public, will vary with the department to which assigned. Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Office Assistant class series are flexibly staffed and positions at the Office Assistant II level are normally filled by advancement from the Office Assistant I level requiring two (2) additional years of experience and after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class. When filled from the outside, the employee is required to have at least two (2) years of prior related experience that allows the employee to meet the qualification standards for the Office Assistant II level.
Example of Duties

EXAMPLES OF TYPICAL JOB FUNCTIONS
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Positions assigned to the I level of the series may perform tasks in a learning capacity.

• Prepares correspondence, reports, forms, receipts, warrants, vouchers, work orders, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.
• Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.
• Acts as receptionist; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person, and/or provides factual information regarding City and departmental activities and functions, which may require the application and explanation of rules, policies, and procedures.
• Enters, edits, updates, and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may perform production data entry.
• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
• Establishes and maintains office files, following an established filing system; researches and compiles information from such files; purges files as required.
• May collect and account for fees and other monies collected.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, and arranging for equipment purchase and maintenance.
• Processes and distributes incoming and outgoing mail for the office or department.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-radio or other department-specific equipment.
• Performs other duties as assigned.

Typical Qualifications
QUALIFICATIONS
Knowledge of:

• Standard office practices and procedures, including filing and the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Business arithmetic and basic financial and statistical techniques.
• Recordkeeping principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Modern office practices, methods, and computer equipment and applications related to the work.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Perform a wide variety of office support duties requiring the use of independent judgment.
• Interpret and implement policies, procedures, and computer applications related to the department or organizational unit to which assigned.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Understand and follow oral and written instructions.
• Organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software application programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and regulatory guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Supplemental Information

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Office Assistant II: Equivalent to graduation from high school and two (2) years of office support, secretarial or general clerical experience equivalent to Office Assistant I. Experience in dealing with the public and working in a public agency setting is desirable.

Licenses and Certifications:

• May require the possession of a valid Class C California driver's license and have a satisfactory driving record.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed material and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
The City is on a 9/80 work schedule. The City is closed to the public on Fridays.
MEDICAL The City of Galt participates in the CalPERS Health Program. Employees have a wide variety of choices of HMOs and PPOs. Galt Public Service Unit employees receive a set dollar amount for benefits(cafeteria plan) in accordance with the MOU.
2024 City Contribution Amount per Month
Employee Only $818.00
Employee One $1,635.00
EE Family $2,125.00
CASH IN-LIEU OF GROUP INSURANCE Employees who choose to waive coverage under the City's medical insurance program shall be compensated $200 per month for waiving employee only coverage, $350 per month for waiving employee plus one and $500 per month for waiving employee plus family coverage.
DENTAL City pays the total cost of the premium for employee and dependents.
VISION PLAN City pays the total cost of the premium for employee and dependents.
LIFE INSURANCE City pays the total cost of premiums for $50,000 coverage.
LONG-TERM DISABILITY (LTD) City pays total cost of premium.
SOCIAL SECURITY AND MEDICARE The employee and City both contribute to Social Security/Medicare.
BI-LINGUAL PAY Eligible employees may receive fifty dollars ($50) per month for bilingual skills if meet the criteria and pass an oral and.or written examination.
EMPLOYEE ASSISTANCE PROGRAM Employee Assistance Program (EAP) is administered by Guidance Resources. Confidential, employer-paid benefit program designed to assist employees in solving personal problems and managing everyday issues. Available to employees and immediate family.
PROFESSIONAL DEVELOPMENT AND TRAINING: The City supports continous improvement and career development. Includes:

• Management and leadership training
• Professional certifications
• Technical skills training
• Teamwork and interpersonal skills training

TUITION REIMBURSEMENT Up to $4,000 per fiscal year for approved reimbursements.
FLEXIBLE SPENDING ACCOUNT
Covers IRS approved medical and/or approved dependent care expenses to be paid on a pre-tax basis.

• Medical spending up to $3,050 annually
• Dependent care up to $5,000 (for single) and $10,500 (married) annually

RETIREMENT SYSTEM (CalPERS)
Classic CalPERS full time employees are covered under the 2 % @ 55 PERS retirement program. The City pays 100% of the employer contribution for this program. Employees contribute 7% towards the employee contribution for this program.
PEPRA CalPERS full time employees (hired after 1/1/13) are covered under the 2% @ 62 retirement program. The employee and the City share in the normal cost. The current employee contribution is 8.25%.
DEFERRED COMPENSATION Voluntary Deferred Compensation Plan through TIAA-CREFF.
HOLIDAYS Total of fourteen (14) paid holidays per year. Employees receive thirteen (13) paid/observed holidays and one (1) floating holiday. Thirteen (13) fixed holidays observed are: New Year's Day, MLK Jr. Day, Presidents Day, Cesar Chavez Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve and Christmas Day.
VACATION LEAVE
Yrs of Service Hrs/mo Hrs/yr Max
Less than 4 years 6.67000 80 120
After 4 years 10.0000 120 180
After 10 years 13.3333 160 240
After 15 years 16.6666 200 300
After 22 years 18.3333 220 300
VACATION CREDIT Employees with 4 years of prior public agency experience at time of hire, may request to accrue at rate of 120 hours.
VACATION CASH OUT Employees are eligible to cash out up to forty (40) hours vacation per year.
SICK LEAVE Employees accumulate eight (8) hours per month. The balances rollover each year with no limit or cap.
SICK LEAVE CASH OUT/CALPERS SERVICE CREDIT Employees retiring or separating are eligible for sick leave cash out of 75% of balance, up to a maximum of four hundred eighty (480) hours; upon retirement, remaining sick leave hours may be converted to CalPERS service credit.
CERTIFICATION/EDUCATION INCENTIVE PAY - up to 10% Eligible employees can earn two and one half percent (2.5%) for obtaining qualifying certificates that are specific to their position. An employee may qualify for up to four (4) incentive qualifications available for their particular position. No more than a total of ten percent (10%) may be earned in incentive pay of the employee's current salary. Details are located in the Galt Public Service MOU, Exhibit B.
LONGEVITY Regular full time employees shall receive 5% at 15 years of service and 7.5% at 20 years of service.
This summary is subject to change without notice, and does not constitute either an expressed or an implied contract.
If conflicts between this summary and basic policy statements occur, the basic policy will prevail.
01

What is your highest level of education?

• High School or Equivalent
• Some College
• AA Degree or Equivalent
• Bachelor's Degree or Higher

02

Please select your level of experience as it relates to this classification.

• No experience
• Less than 1 year
• 1-2 years of experience
• 2 years of experience

03

Please describe your experience interacting with the public. Include your employer, title and dates of employment.
04

Please describe your marketing experience using programs such as Canva and social media.
05

Describe how you stay organized and meet deadlines when projects require similar deadlines.
Required Question