Office Assistant (Recreation & Parks)

Salary: $32.35 – $39.32 Hourly

Location : Alameda, CA

Job Type: Full Time

Job Number: 2023-1550-01

Department: Recreation & Parks Department

Opening Date: 07/11/2023

Closing Date: 7/25/2023 5:00 PM Pacific

FLSA: Non-Exempt

Bargaining Unit: MCEA

FLSA Status: Non-Exempt

Nature of Position

The City of Alameda is seeking an organized, detail orientated, customer service focused individual to fill one (1) current full-time Office Assistant opening in Recreation & Parks.

The Position
Under general supervision, the Office Assistant supports the coordination of office activities, performs administrative tasks and operational support for Division Managers, Recreation Services Manager, and the Director; provides excellent customer service to the public, and general and accounting clerical work; performs other related work as assigned or required. This position will also be assigned to provide clerical and administrative support to various City Commissions including the Recreation & Park Commission, and Golf Commission. The current vacancy exists in Recreation & Parks.

In addition to meeting the established guidelines for the position, the ideal candidate will have an upbeat, positive attitude and the ability to juggle competing priorities and stakeholder requests. They will be a seasoned office professional, have experience providing support in a busy, fast paced office environment with significant public contact, and aim to provide outstanding customer service to a variety of City staff and the public. Additionally, the ideal candidate will have prior experience working in Recreation and Parks, and experience recording notes and/or transcribing meeting minutes for a Board or other public body. This position is four day a week role that would preferably work Tuesday – Friday.

Benefits of Employment

For a comprehensive listing of benefits, see the Benefit Matrix

• 36 hour work week
• CalPERS Retirement: Classic Members: 2% at 55 formula, 8.868% contribution; New Members 2% @ 62 formula, 8.25% contribution.
• Medical: The City contracts with CalPERS to provide comprehensive health coverage to employees. Multiple HMO and PPO plans available, with a generous City contribution
• Dental: Comprehensive dental coverage provided to employees and their eligible dependents.
• Vacation: Starting with 75 hours annually and increasing with years of service.
• Holidays: 11 City Holidays and 3.5 floating Holidays.
• Sick Leave: 90 hours per year; unused sick leave is converted to service credit at retirement.
• Deferred Compensation: Up to 1% 457(b) matching City contribution after 1 year of continuous service.

Distinguishing Features
Positions in this class perform a wide range of operational activities, highly responsible clerical work and may be responsible for the independent performance of particularly difficult and specialized clerical work and/or for providing lead direction for clerical employees. Work in the class is distinguished from that of higher classes by the lower level administrative work and limited supervisory responsibilities. Work in the class is distinguished from that of lower classes by the full range of office operational activities performed, including those related to accounting functions and/or by the scope of event coordination performed. Incumbents are able to perform the full range of duties assigned with only occasional instructions or assistance as unusual or unique situations arise.
Examples of Duties

1. Performs a wide range of responsible, difficult and/or confidential clerical and operational work for a department or division.
2. Performs difficult and responsible typing, document production and data organization through the use of a variety of office equipment including computers.
3. Prepares a variety of materials from written or oral instructions or recording equipment including correspondence, reports, charts, spreadsheets and statistical data that may be complex, and/or sensitive; initiates and/or composes correspondence and other documents.
4. Establishes and maintains complex and confidential files and recordkeeping systems; maintains inventories and orders supplies; maintains manuals and updates resource materials; copies, collates and distributes information; opens, sorts and distributes mail.
5. Answers telephones and receives visitors; schedules appointments and maintains calendars.
6. Arranges and coordinates major events and meetings.
7. Provides information, routes inquiries, resolves complaints and interprets and explains policies.
8. Coordinates office activities, workflow, and operating procedures; acts as liaison with other departments/divisions and/or other agencies and groups; coordinates project or program activities as assigned.
9. Collects and reviews information and prepares various reports and summaries.
10. Performs department/division accounting functions including payroll, accounts payable, accounts receivable and cash receipts record maintenance and compiles and prepares related reports; performs arithmetic calculations; may prepare cost estimates.
11. May assist in departmental budget preparation and budget administration.
12. Coordinates clerical work activities and may provide lead direction and training for clerical employees.

Employment Standards

Possession of the employment standards does not guarantee advancement to the examination or placement on the eligible list. Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:

Education:

Graduation from high school.

Experience:
Three years of highly responsible clerical experience involving: word processing, data entry, computerized document production and records retention work; preparation, processing and maintenance of accounting, bookkeeping, payroll, statistical, billing or other financial records, including use of designated specialized accounting or financial applications; public contact; recordkeeping and file maintenance. Experience coordinating office activities, workflow and operating procedures is desirable.

Experience working in Recreation and Parks is highly desirable.

Previous experience recording notes and/or transcribing meeting minutes for a Board, or other public body is preferred.

Knowledge
Knowledge of modern office practices and procedures; general accounting principles; modern office equipment including computers; filing, indexing and cross-referencing methods; correct English usage, spelling, grammar and punctuation; business letter writing and report preparation; various document formats and presentations.

Ability
Ability to perform both complex and routine clerical work with speed and accuracy; coordinate office activities and workflow; coordinate major events; effectively operate a variety of modern office equipment including computers, word and data processing equipment and related software; interpret and apply established City policies, procedures and codes; interpret and analyze information; prepare complex records and reports; perform arithmetic calculations; perform and coordinate various accounting functions; work effectively under pressure and with frequent interruptions; use initiative and exercise independent judgment; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships.

Typing Skill
Ability to type from clear printed copy at a speed of 45 net words per minute.

10-Key Skill
Selected positions may require ability to operate a 10-key calculator by touch.

Other Requirements
Possession of a valid California Driver’s License and satisfactory driving record at the time ofappointment is required as a condition of initial and continued employment only if the operationof a vehicle, rather than the employee’s ability to get to/from various work locations in a timelymanner, is necessary to perform the essential functions of the position.

SELECTION PROCESS:The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and/or an oral interview. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate’s technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance. If applicants have not received written notice at least one week prior to the test date listed in the flyer, they should contact the City of Alameda Human Resources Department at (510) 747-4900.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City’s Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. Prior to appointment, a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required by the U.S. Citizenship and Immigration Services.

E-VERIFY: The City of Alameda utilizes the Federal government’s E-Verify program and new employees must provide documentation to establish both identity and work authorization, which includes showing a valid United States Social Security card at the time of hire (photocopies not accepted).

VETERAN’S PREFERENCE CREDIT: A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled. An applicant claiming veteran’s preference credit must attach to their application, a legible copy of their DD-214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

AN EQUAL OPPORTUNITY EMPLOYER: The City of Alameda is proud to be an Equal Employment Opportunity and affirmative action employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law. In compliance with local, state and federal laws and regulations, the City of Alameda will employ and promote qualified individuals without regard to disability. The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must do so no later than the final filing date for receipt of applications, otherwise it may not be possible to arrange accommodations for the selection process. Such requests should be addressed to the Human Resources Department | 1-510-747-4900 | | 2263 Santa Clara Avenue, Rm. 290, Alameda, 94501. Requests can be made via email, phone, or in writing via U.S. mail.

The information contained herein is subject to change and does not constitute either an expressed or implied contract.

For Benefits information, please visit our website at A detailed summary for this position can be found under MCEA.

01

Be sure to answer the supplemental questions thoroughly and accurately. Answers to the supplemental questions must be supported by the experience section of the application. Additionally, “See Resume” or “N/A” as a response will not be considered sufficient information to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. I have read and understand the statement above concerning submission of supplemental questionnaire responses.

• Yes
• No

02

Please briefly share any experience you have providing office support to a Community Services oriented department or organization. Please reference locations, and duration of time that you provided this type of support.

03

How many years of experience do you have in Recreation, Parks, or Senior Services?

• None
• Less than 1 Year
• 1-2 Years
• 2-3 Years
• 3+ Years

04

Please describe your experience performing clerical duties or office support, such as data entry, record keeping and file maintenance, answering telephones, and preparing a variety of material from written or oral instructions (e.g., reports, correspondence, spreadsheets, etc.). If applicable, please be sure to indicate if duties performed were in support of a Recreation and Parks office.

05

Which of the following programs and software applications do you have experience in? Check all that apply:

• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• Zoom and/or MS Teams
• Tyler MUNIS
• Adobe Acrobat
• NeoGov

Required Question