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Office Assistant

4 months ago

Manhattan Beach, United States City of Manhattan Beach, CA Full time

**JOB SUMMARY**:
City Hall is located steps from the beach in beautiful Manhattan Beach, CA. Join in weekly wellness activities, walk to the local farmer's market for lunch on Tuesdays, and enjoy all that Manhattan Beach has to offer while working with our service-oriented team.
- Applicants who successfully complete the recruitment selection process will be placed on the Eligibility List. The Eligibility List may remain in effect up to eighteen (18) months and may be utilized across City departments for future Office Assistant vacancies.

**Job Summary**
- Under direct supervision, perform responsible, routine to complex clerical and administrative duties to support the needs of an assigned function or department; provide quality customer service; and do other related work as required.

**ESSENTIAL DUTIES**:
**Essential Duties**
- The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class._
- Provides administrative and general clerical support to an assigned department or division.
- Prepares, types and processes written communications; may transcribe from rough drafts, audio recordings, or verbal instruction.
- Receives, stamps and distributes mail; prepares, posts and sends mail.
- Prepares and types agendas and supporting materials; establishes and maintains paper and/or electronic files and record-keeping systems.
- Operates standard office equipment such as the telephone, copier, fax machine, calculator, personal computer, and other automated systems and programs that are relevant to the assigned department or division.
- Schedules and prepares appointments and meetings, and makes travel arrangements.
- Accepts payment of fees and writes receipts; disburses petty cash and maintains and processes cash records; processes and receives reimbursements and expenses.
- Orders office supplies and maintains inventory; assists with administrative tasks involving personnel, budgeting processes, and facilities.
- Performs other related duties as assigned.
- May be required to work shifts, weekends, and/or holidays.

**MINIMUM QUALIFICATION GUIDELINES**:
**Education/Training/Experience**:

- High school diploma or G.E.D. is required.
- Six (6) months of clerical work is desirable.

**Knowledge of**:

- Office methods, practices, procedures, and equipment;
- Correct English usage, including spelling, grammar, and punctuation;
- Customer service skills, including ascertaining a customer’s needs and directing accordingly;
- Record keeping procedures and systems; and
- Research methods.

**Ability to**:

- Follow direction;
- Learn the terms, procedures, and operating details of the assigned department;
- Read and correctly use the English language;
- Effectively proofread assigned work;
- Follow oral and written direction;
- Work with confidential information;
- Communicate effectively orally and in writing; and
- Work cooperatively with City employees and the general public.

**Skill in**:

- Operating a variety of office equipment including personal computer software and other electronic processing equipment;
- Using internet resources and social media.

**License/Certificates/Special Requirements**:
In accordance with California Government Code Section 3100, City ofManhattan Beach employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State.**Supplemental Information**:

- The physical and mental demands and work environment described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions._

**Physical Demands**:
While performing the duties of this class, the employee is constantly required to sit, and occasionally to stand and walk. Finger dexterity and light grasping is required to handle, feel, or operate computer hardware and standard office equipment; and reach with hands and arms above and below shoulder level. The employee occasionally lifts and carries records and documents typically weighing up to 25 pounds. Sensory demands include the ability to see, talk, and hear.
- **Mental Demands**:
While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data; analyze and solve problems; use math and mathematical reasoning; establish priorities and work on multiple assignments concurrently; meet filing deadlines; and interact appropriately with staff, management, vendors, general public, and others in the course of work.
- **Work Environment**:
The employee constantly works in an office environment with controlled temperature settin