Hybrid Office Aide bei City of Pasadena, CA

About the Department

Online Applications will be accepted starting on Thursday, August 28, 2025, at 10:00 A.M. and will close once 200 complete applications are received. 

The City of Pasadena - City Clerk Department is seeking a detail oriented, highly organized, and energetic Office Aide who will perform a wide variety of routine clerical support functions including typing, data entry, filing, recordkeeping, and customer service.
  
 The ideal candidate is detail oriented, possesses strong knowledge of Microsoft Excel and Word, is able to work independently, and has the ability to understand various modern data processing and computer applications and procedures.  The ideal candidate will operate meter machines, addressing machines, inserting machines and be able to operating scanning tools. The candidate will be expected to pick up, sort, and delivery USPS and interoffice mail.
  
 In addition, the ideal candidate will have exceptional customer service skills, including solving customer service issues, interacting with the public on the phone and in person, administrative support experience, recordkeeping skills including maintaining and updating databases and tracking tools, and must be comfortable in a dynamic multi-tasking environment. 
  
 Must type 35 net words per minute with 95% accuracy. Please note that qualified applicants will be invited to take an online typing test administered by the City. Applicants that do not receive a passing score on the online typing test will not be considered for further consideration. Current City of Pasadena employees who hold a position that requires the same or more words per minute are not required to take the online typing test. Employees are responsible for verifying the typing requirement for their current classification.

Position Duties

The major responsibilities for this position are listed below but may vary depending on assigned division and department. For more detailed information, please review the job description.

• Answers, screens and refers telephone calls; takes telephone messages; assists customers at a public counter and/or by telephone; responds to routine customer questions and complaints; mails requested materials and documents.
• Picks- up and delivers mail and records to City departments with use of a hand truck and vehicle throughout the City.
• Types, formats, edits, revises, proofreads and prints reports, correspondence, memoranda and other documents; operates a computer and performs data entry in accordance with standard procedures and computer system requirements; verifies the accuracy of input data; updates computer records; generates reports and documents.
• Maintains a variety of standard office and specialized records and files; prepares manual and computer logs and files; summarizes information and prepares routine reports; creates schedules through a user interface.
• Opens, timestamps, logs and routes office mail; stuffs, sorts and prepares outgoing mail for pickup; retrieves, delivers and sends faxes; scans documents for distribution and storage.
• Duplicates and files a wide variety of City records and documents; pulls files upon request; makes new file folders; retrieves, duplicates and distributes copies of records; creates and maintains chronological files; maintains up-to-date file listings, indexes and cross-references.
• Monitors and maintains inventories of supplies and materials; types purchase requisitions and check requests; maintains a postage meter and arranges for meter replenishment.
• Enters timesheet information for department employees in the City's payroll system; assists with processing a variety of human resources and finance-related forms.
• Schedules appointments and makes meeting arrangements; schedules usage of conference and meeting rooms; assists with setup and cleanup for special events; contacts vendors for food orders, supplies, audio visual equipment; handles other meeting logistics.
• Operates standard office equipment and performs miscellaneous clerical and secretarial tasks; provides technical assistance to program participants in the use of computers and program-related resources in a public lab.
• Performs related duties as assigned.

Minimum Qualifications

CORE COMPETENCIES
 The following list represents the core competencies needed for success in this position.

• Ability to Work Independently – Performs routine work, uses independent judgement and seeks guidance when necessary.
• Customer Focus – Attending to the needs and expectation of customers.
• Attention to Detail – Focusing on the details of work content, work steps, and final work products.
• Handling Stress – Maintaining emotional stability and self-control under pressure, challenge, or adversity.
• Handling Conflict – Managing interpersonally strained situations.
• Self-Management – showing personal organization, self-discipline, and dependability.
• Fact Finding – Obtaining facts and data pertaining to an issue or question.

EDUCATION AND EXPERIENCE

• Graduation from high school or G.E.D. equivalent.
• At least one year of office administrative or secretarial experience.

SELECTION PROCESS
The employment process will consist of an evaluation of training and experience and the most highly qualified candidates may be invited to participate in a written examination and a department level interview.
  
VACANCY INFORMATION
There is currently one vacancy in the Mail Services Division in the City Clerk’s Department. The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future. Candidates selected for this position are subject to a one-year probationary work period.

Other Qualifications