Salary : $46,098.12 – $56,032.56 Annually
Location : City of Atascadero, CA
Job Type: Full-Time
Job Number: OA II REC
Department: City Manager’s Office – Recreation
Division: Recreation
Opening Date: 08/23/2023
Closing Date: 9/8/2023 5:00 PM Pacific
About The City: See Below
Description
The City of Atascadero is a small, beautiful California central coast community located in San Luis Obispo County. We have a population of 30,000 residing in an area just under 27 square miles. Our community is a great place to live, work and raise a family! We are situated along Highway 101, halfway between the metropolitan areas of Los Angeles and San Francisco. The community is located in the Paso Robles wine region and is a short 20-minute drive to the beach and Highway 1. We are within a three-hour drive to Yosemite National Park and two hours to Monterey or Carmel. For those that enjoy the outdoors, we are close to four local lakes, a national forest and endless hiking and biking trails.
Come join our Recreation team! This is a fast paced position that works closely with families and youth in the community. The Office Assistant II supports all the exciting events in the City of Atascadero and assists with our recreation programs for all ages and abilities.
Become a member of an organization consisting of hardworking individuals who are passionate about making a positive impact through public service. The organizational environment encourages collaboration and productivity and is fostered by engaged management, all working for the betterment of the community.
GENERAL PURPOSE
To perform a variety of responsible office and clerical support functions related to the activities and operations of the assigned City department. Provides assistance and information to the public in person, at the counter or on the telephone; provides a variety of office support activities to the assigned department, which may include word processing, data-entry and organization, receipt of payments, processing of invoices, record keeping, report preparation and filing; and performs related work as required.
SUPERVISION RECEIVED
Works under general supervision from assigned personnel within a framework of standard policies and procedures.
Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES
This position performs administrative and office support duties, including document preparation, record-keeping, researching, compiling, and organizing information from various sources, screening phone calls, visitors, and mail, and directing questions to the appropriate staff. Assignments consist of a broad range of administrative and clerical support work. Work product may be reviewed as needed. Positions at this level receive only occasional instruction as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Office Assistants are expected to complete assignments in observance of established schedules; must be able to work independently; establish priorities and deadlines; understand and follow written and verbal direction; communicate effectively; and establish and maintain cooperative working relationships.
The duties and responsibilities listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or responsibilities does not exclude them from the position if the work is similar, related or a logical assignment to the position. Duties may include, but are not limited to, the following:
- Perform a wide variety of routine to moderately difficult office administrative duties to support departmental operations, which may include the duties of OAI.
- Filing, preparing records and basic reports, accounts payable, cashiering duties, processing permits and licenses, ordering and maintaining office and other related supplies.
- Maintain accurate and detailed records; verify accuracy of information, research discrepancies, and verify accuracy of records and information.
- Prepare, verify and review 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.
- Prepare, copy, collate, and distribute a variety of documents, including agendas, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
- Compose, type, format and proofread a variety of routine reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts or verbal instructions; checks drafts for punctuation, spelling, and grammar; suggests corrections.
- Compile information and data for administrative, statistical, and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
- Maintain and update departmental record systems; enter and update information with departmental activity, inventory files, and report summaries; retrieves information from computer application systems as required.
- Maintain calendars and make meeting arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings.
- Gather, assemble, update, and distribute a variety of department or City specific information, forms, records, and data as requested.
- Assist in preparing, processing, and tracking purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
- Coordinate workshops and classes; arrange facility reservations, scheduling, and use of equipment and facilities; assist in coordinating department staff travel needs; schedule appropriate departmental staff training.
- Act as a department representative within community groups to relay or obtain relevant information regarding departmental activities.
- Provide City’s Special Event support. Assist in outreach, notification and coordination of vendors and contractors; process necessary event related paperwork; arrange event intake and debrief meetings; assist with event operations and execution as needed.
- Perform other duties as assigned, and as may be necessary and appropriate for the position as well as the needs of the department.
Typical Qualifications
Education and/or Experience:
- Equivalent to completion of high school; preferably supplemented by college/trade-school level course work;
- One (1) to two (2) years of increasingly responsible general office clerical support work including clerical assignments, public contact and application of policies and procedures in the performance of assigned tasks at a level equivalent to that of Office Assistant I with the City of Atascadero.
Knowledge, Skills, and Abilities:
- All knowledge and skills listed for OAI;
- Thorough knowledge of office methods and practices; departmental practices and procedures and applicable City policies; principles and practices of data collection and report preparation; basic accounting methods, procedures, and terminology; principles of business letter writing;
- Ability to learn and apply administrative and departmental policies and procedures; respond to and effectively prioritize multiple phone calls and other requests for service; compose correspondence and reports from brief instructions; maintain accurate records and databases; make accurate arithmetic computations; independently perform responsible clerical support work with accuracy and speed; organize, maintain, and update database and recordkeeping systems; file material alphabetically, chronologically, and numerically; schedule and coordinate projects; set priorities and easily adapt to changing priorities; meet critical deadlines; use correct English grammar, punctuation, and spelling, and edit for inconsistencies in grammar, punctuation, and spelling; understand and follow verbal and written directions; professionally receive the public in person or over the telephone; establish and maintain cooperative working relationships.
Special Requirements:
- Must possess excellent customer service skills and have the ability to work well with the public in person and via telephone, exercising tact, judgment, and discretion; must have the ability to successfully manage stressful situations with frequent interruptions.
- Must be able to periodically pass a medical examination administered by the City Medical consultant. Possession of a current and valid California Driver’s License and satisfactory driving record may be required.
- Pursuant to California Labor Code Section 3211.9, service is essential in times of extreme emergency or disaster. For this reason, State law designates public employees as “Disaster Service Workers”. As such and even if off-duty, this position may be required to return to duty in case of emergency or disaster.
Supplemental Information
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
This is primarily a sedentary office classification although standing and walking between work areas, various departments and facilities and during Special Events, may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.
May be required to bend, stoop, kneel, reach, push, and pull file boxes and drawers open and closed to retrieve and file information. Employee must possess the ability to routinely lift, move, carry, push, and pull materials and objects up to 10 pounds and occasionally up to 50 pounds.
WORK ENVIRONMENT
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.
VACATION: 10 days per year, gradually increasing to 24 after 20 years completed.
HOLIDAYS: 11 days per year, plus one floating holiday.
SICK LEAVE: 12 days per year.
HEALTH & LIFE: Employee is covered for medical, dental, vision and life. The City contributes a portion of the cost of dependent coverage for medical, dental vision and life insurance.
RETIREMENT: California Public Employees Retirement System (CalPERS). No FICA deductions.
DISABILITY INS: SDI – Employee paid.