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Office Assistant

3 months ago

Palm Desert, United States Proper Solutions Full time

Our client is looking for an Office Assistant for a temporary assignment to perform a variety of office support activities for an assigned department which may include word processing, data entry and organization, telephone and counter reception, processing of documents, record keeping, filing, and other administrative tasks; prepares forms, memoranda, correspondence, and/or reports; provides information and assistance to staff and the general public; and performs related duties as assigned.

 

DUTIES/RESPOSIBILITIES:

  • Performs a wide variety of clerical and administrative support for assigned departmental, divisional, and/or programmatic operations, including receiving and processing various forms, permits, licenses, applications, and legal, official, and/or confidential documents.

  • Provides customer service by providing information and interpreting and explaining requirements, policies, procedures, and eligibility questions according to established guidelines, or by referring the customer to other programs, departments, agencies, and community groups, as appropriate.

  • 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.

  • Maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.

  • Researches and assembles information from a variety of sources for the completion of forms or preparation of reports.

  • Receives, processes, and assists in responding to public records requests and other requests for information; researches and organizes information; ensures compliance with legal and regulatory requirements.

  • Creates and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports.

  • Performs a variety of administrative office support duties; maintain websites; sorts and distributes mail; schedules and coordinates meetings, conferences, and trainings; coordinates travel arrangements; processes reimbursements; and orders and maintains office and other related supplies.

  • Performs clerical accounting and financial support work; determines and calculates required fees; processes, reconciles, and verifies cash and monies received; and processes purchase orders, payment vouchers, check requests, and invoices.

  • Assists in providing staff support to, or may serve as recording secretary for, assigned boards, committees, and commissions; prepares, posts, and distributes public hearing notices, agendas, and informational packets; prepares staff reports; coordinates meeting logistics and room set-ups; attends meetings; takes and transcribes minutes; and processes action items.

  • Performs other duties as assigned.

 

QUALIFICATIONS

Knowledge of:

  • Modern office practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.

  • Record keeping and filing systems and methods.

  • Principles and practices of data research and report preparation.

  • Basic business arithmetic and bookkeeping.

  • Business letter writing and the standard format for reports and correspondence.

  • Methods of preparing and processing various records, reports, forms, and other documents specific to assigned program, department, or division.

  • English usage, grammar, spelling, vocabulary, and punctuation.

  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and staff.

Ability to:

  • Learn, interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and policies and procedures relevant to assigned area of responsibility.

  • Perform office and administrative support work accurately.

  • Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

  • Learn the operations, services, programs, policies, procedures and processes of the department to which the position is assigned.

  • Gather, summarize, and present information and data in an effective manner.

  • Prepare reports and other correspondence and communications in a clear and concise manner.

  • Maintain accurate databases, records, and files.

  • Maintain confidentiality and be discreet in handling and processing sensitive information and data.

  • Perform arithmetic, financial, and statistical computations accurately.

  • Organize own work, set priorities, and meet critical time deadlines.

  • Effectively use computer systems, software, and modern business equipment to perform a variety of work tasks.

  • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

  • Communicate effectively in English, both orally and in writing.

  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

 

Full-time: Monday – Friday from 8am to 5pm

Pay = $23.35/hr