USA

OFFICE ASSISTANT II

locationHuntington Beach - California (CA),

atCity of Huntington Beach, CA

Estimated salary $3,715 - $4,604 a month

Job Description:

In Huntington Beach, we believe passionately that the key to becoming the best beach City in the world starts and ends with finding the right people to join our team. At this time, we have an outstanding career opportunity available, as we're looking for the "right person" to serve as Administrative Aide in the Community Development Department.

The current vacancies are in the Community Development and Public Works Departments; however the eligible list could be used for future vacancies in other departments. The Ideal Candidate has experience using various office software applications and is able to manage a variety of routine administrative tasks in an active, detail-oriented office environment, while maintaining a professional demeanor and providing superior customer service to members of the public and City staff.

The Community Development Department consists of Planning, Building, Permit Counter, Housing, Code Enforcement, and Economic Development. The Public Works Department consists of Administration, Engineering, Maintenance Operations and General Services, Transportation, and Utilities.

Here in Huntington Beach, we value soft skills such as emotional intelligence and attitude just as much as technical skills and competency. Primary importance to our organization is the identification of individuals that are team-oriented, dedicated, genuine to the organization's values, and confident yet grounded in humility. Successful candidates will understand and value the critical importance that people play in building a successful organization.

Key traits for our ideal Administrative Aide include:

  • A relationship builder and connector. Someone who can quickly forge strong, trusting relationships with diverse sets of people, and readily inspires others to action.
  • Leadership through consensus. Someone who is an approachable consensus-builder, but is also capable of independent and decisive thought and action.
  • A keen sense of ethics. Someone who recognizes the importance of personal and organizational integrity, and someone comfortable raising and discussing ethical issues with the goal of "doing what's right," not "being right."
  • Innovative and flexible. Someone able to see beyond what currently exists, and is constant in their pursuit of realistic game-changing breakthroughs for the Huntington Beach organization and community.
  • Objective accountability about outcomes. Someone who makes data-driven decisions and stays laser-focused on truly audacious goals while balancing the day-to-day needs of the organization.
  • A strategic problem-solver. Someone able to break large challenges into smaller, manageable pieces, and then works to identify trends and prioritizes solving the root cause of issues.
  • Intellectual curiosity. Someone who is an excellent listener, and who applies strong critical thinking skills and business judgement to complex issues.
  • A polished and professional demeanor. Someone who will take great pride in representing the Huntington Beach community, and one who will serve as an ambassador for the City.
  • A Positive Attitude. Someone who understands that even the best laid plans can go wrong, and has the self-confidence to course-correct with positivity and grace.
JOB SUMMARY
Under general supervision, performs a variety of general clerical duties in support of an assigned function or program.

SUPERVISION RECEIVED
Reports to: As designated by Department Head

DISTINGUISHING CHARACTERISTICS
Office Assistant II is the journey-level class in the Office Assistant job group. Office Assistant II differs from Office Assistant I in that Office Assistant II has acquired work experience, knowledge, skills and abilities to perform work with greater independence and the scope and complexity of assignments are greater.

Examples of Essential Duties

  • Uses a personal computer and a variety of office software applications including word processing, email, file management, and spreadsheets
  • Creates, retrieves, and enters data and information into a computer from various sources including accounting, statistical, and related documents; verifies data for accuracy and completeness; inputs corrections and updates
  • Operates office equipment such as telephone systems, personal computers, shredders, printers and copiers
  • Provides information on program, departmental, and City policies and procedures as required
  • Provides front counter assistance; screens office visitors; responds to inquiries and requests for information or directs to appropriate personnel
  • Distributes appropriate forms, informational packets, and manuals
  • Accepts applications and payments
  • Receives, sorts, and distributes incoming and outgoing mail and correspondence
  • Maintains accurate and up-to-date logs, files, and records for assigned areas
  • Sorts, cross-indexes, codes, and files various materials using established procedures
  • Monitors various logs, accounts, and files for current and accurate information
  • Copies, collates, and binds documents
  • Attends and transcribes minutes from meetings as assigned
  • Compiles data and assists in the preparation of various reports
  • Maintains inventory of forms, office supplies, and other general supplies for assigned area; may order supplies as needed
  • May issue permits and licenses
  • May process payments for service fees received through the mail or in person
  • Reports to work as scheduled; may work a variety of schedules including evenings, weekends, and holidays as required
  • Maintains regular and consistent attendance record
  • Performs related duties and responsibilities as required

The preceding duties have been provided
as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed.

Qualifications
MINIMUM QUALIFICATIONS
Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes:

Knowledge of:
  • Modern office procedures, methods, and computer equipment
  • Methods and techniques of proper customer service
  • Basic principles and procedures of filing and record keeping
  • English usage, spelling, grammar, and punctuation
  • Basic mathematical principles
  • Operations, services, and activities of assigned function or program;
  • Basic principles of business letter writing and basic report preparation;
  • Basic clerical accounting principles and practices

Ability to:
  • Perform the full range of general clerical duties in support of area to which assigned
  • Keyboard/type at a net corrected speed of 45 words per minute
  • Interpret and apply City policies and procedures with good judgment
  • Prepare a variety of reports and records
  • Maintain accurate records
  • Operate and use modern office equipment, including a computer and various software packages
  • Maintain and follow department policies and procedures
  • Communicate clearly and concisely, both orally and in writing
  • Establish and maintain effective working relationships with those contacted in the course of work
  • Deliver quality customer service
  • Work independently and as a team member

Education: High school diploma or equivalent

Experience: Two years' experience providing clerical/administrative support that includes keyboarding/typing assignments or frequent use of a computer keyboard.

Licenses/Certifications: A valid California driver license with an acceptable driving record required at time of appointment and during course of employment.
Proof of keyboarding/typing skill proficiency will be required prior to appointment.

SPECIAL CONDITIONS
Employees regularly assigned/required to drive a city or personal vehicle in the course and scope of work shall be required to participate in the DMV Employer Pull Notice program.

Public Employee Disaster Service Worker: In accordance with Government Code Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.
APPLICATION AND SELECTION PROCEDURE:
  • An online application must be completed in its entirety.
  • All applications will be closely reviewed for relevant experience, education and training.
  • Applicants must clearly demonstrate meeting education and experience qualifications and respond completely to supplemental questions or they may be subject to exclusion from further consideration.
  • Depending upon the applicant pool, all applicants meeting the minimum qualifications will NOT necessarily be selected to participate in the hiring process.
  • Applicants whose qualifications BEST meet the City's needs will be invited to participate in the assessment process, which will include a virtual oral board examination (weighted 100%) - tentatively scheduled for February 18 and/or February 19, 2021.
  • Depending upon the size of the applicant pool, the assessment process may also include other job-related tests (Pass/Fail) either prior to or following the oral board examination.
  • Candidates successful at obtaining a passing score on all components of the assessment process will be placed on the employment eligible list(s) from which hires may be made. The employment eligible list(s) may be valid for one year, unless exhausted sooner.
  • Prior to making a final selection, additional interviews may be conducted with the top candidate(s) -tentatively scheduled for the week of February 22, 2021.
  • Upon a conditional offer of employment a pre-placement medical evaluation, drug screen (select positions), TB Screening and California Department of Justice (DOJ) Live Scan fingerprinting must be completed with acceptable results. Other background reports may also be conducted depending on the position.
  • Upon hire, employee is subject to further reporting from DOJ via subsequent arrest notification.
Please Note: Our primary means of communication with applicants is sent via email; therefore, please include a valid email address on your application.

Physical Tasks & Environmental Conditions

The incumbent must be able to meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.

Work is performed in a general office environment, requiring sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open file drawers or cabinets; light grasping to hold a writing instrument or documents; firm grasping as needed to lift and carry work files or operate office equipment; finger dexterity to type on a computer keyboard. Requires hearing and speaking skills to answer the telephone or converse with coworkers and the general public. Work may necessitate some lifting, carrying, pushing and/or pulling of objects and materials up to 25 pounds.

Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.

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