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Office Assistant
4 months ago
**Description**:
**Pending City Council Approval**
**Effective** 07/01/2024
- **New Salary Range**: $52,958 - $69,098
**DEFINITION**
**IDEAL CANDIDATE**
**Examples of Duties**:
- Receives and screens visitors and telephone calls; takes messages, directs visitors and callers to the appropriate office or person; provides information to City staff, other organizations, and the public regarding City and departmental activities and functions, requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances.
- Organizes and maintains various administrative, confidential, reference, and follow-up files, following an established filing system; researches and compiles information from such files and purges files as required; conducts data entry.
- Attends to a variety of office administrative details such as opening and distributing mail, preparing outgoing mail, transmitting information, arranging for equipment maintenance, maintaining supplies and tickler files, maintaining appropriate records, and making copies.
- Prepares correspondence, reports, forms, receipts, vouchers, 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.
- Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.
- Maintains a variety of City support activities including passport-processing functions.
- May collect and account for fees and other monies collected.
- Performs other duties as assigned.
**Typical Qualifications**:
**EDUCATION AND EXPERIENCE**
Any combination of training and experience which would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education
- Equivalent to graduation from high school.
Experience
- One (1) year of office administrative, secretarial and/or general clerical experience.
**LICENSES AND CERTIFICATIONS**
Must possess and maintain a valid California class C driver license and have a satisfactory driving record.
**Supplemental Information**:
**KNOWLEDGE OF**:
- Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
- Codes, regulations, policies, technical processes and procedures related to the department to which assigned.
- Standard office administrative and secretarial practices and procedures, including the use of standard office equipment.
- Records management principles and practices.
- Business arithmetic and basic statistical techniques.
- Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.
- Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.
**SKILL IN**:
- Providing varied and responsible secretarial and office administrative work requiring the use of independent judgment, tact and discretion.
- Responding to and effectively prioritizing multiple phone calls, walk-up traffic and other requests/interruptions.
- Analyzing and resolving office administrative and procedural concerns.
- Composing correspondence and reports independently or from brief instructions.
- Establishing and maintaining records for the assigned department.
- Making accurate arithmetic and basic statistical calculations.
- Organizing own work, coordinating projects, setting priorities, meeting critical deadlines and following-up on assignments with a minimum of direction.
- Making process improvement changes to streamline procedures.
- Operating modern office equipment including computer equipment and software programs.
- Using English effectively to communicate in person, over the telephone and in writing.
- Using initiative and independent judgment within established policy and procedural guidelines.
- Establishing and maintaining effective working relationships with employees and those contacted in the course of the work.
**Having trouble logging in? **Contact the NEOGOV Applicant Support Hotline Toll Free at (855) 524-5627.
**Need an Accommodation? **If you have questions or need special accommodation with the recruitment process, please contact Human Reources at (310) 456-2489 ext. 488. The City of Malibu is an equal opportunity employer.
