Senior Office Assistant bei City of Folsom, CA

About the Department

Applications must be filled out completely and thoroughly. Resumes are not accepted in lieu of an application, but may be additionally attached.

Anchored in the foothills of the Sierra Nevada - 20 miles east of Sacramento and about 1.5 hours from Lake Tahoe - the City of Folsom is comprised of beautiful parks and trails, and boasts excellent schools, family-orientated neighborhoods, and outstanding shopping, dining, and cultural options. Folsom is a high-tech, forward-looking city, with firms ranging from small to large international corporations. Niche recently released its list of the Best in America for 2025, and Folsom swept the honors with seven elementary, two middle, and two high schools making the list.   

The City of Folsom's Utilities Department is currently recruiting for a Senior Office Assistant to join the administrative team of the Waste & Recycling Division. The ideal candidate for this position will have strong customer service skills, the ability to perform a variety of complex and responsible clerical and administrative support, and records management functions in support of the division.

Under general supervision, perform highly responsible, specialized, and technical office support activities; explain rules, policies, and operations related to department records, and programs; provide information and assistance to the public; may coordinate administrative and clerical activities among the divisions of the department.  Incumbents may oversee, monitor, and/or direct the work of lower level personnel.
 
DISTINGUISHING CHARACTERISTICS
The Senior Office Assistant is the lead and/or specialist level in the Office Assistant series. In the lead assignment, incumbents provide direction to lower level staff including assigning, directing, and reviewing the work of staff.  In the specialist assignment, incumbents work on specialized projects containing a high number of complex and difficult tasks and assignments. Positions at this level are distinguished from those in the lower classification of Office Assistant by the independence with which they perform their duties in handling the most difficult and complex work or performing lead work. The Senior Office Assistant is expected to perform duties requiring a thorough knowledge of technical information beyond normal department policies and procedures. This class is distinguished from the class of Administrative Assistant in that the primary function of the latter classification is to provide principal clerical responsibility for a variety of complex but well-defined, Department-wide administrative functions.

Position Duties

NOTE: The following are the duties performed by employees in this classification.  However, employees may perform other related duties at an equivalent level.  Each individual in the classification does not necessarily perform all the duties listed.

• Act as technical resource on more difficult problems or specialized issues; monitor quality and timeliness of unit work; identify and provide individual instruction to co-workers for work deficiencies.
• As leadworker, instruct employees in the interpretation and application of regulations, policies, and procedures related to the department's programs and automated systems.
• Coordinate and maintain schedules and meetings.
• Answer inquiries related to department services, programs, and operations.
• Prepare and process notices, reports, flyers, letters, fiscal, or other documents and information.
• Process and maintain payroll records.
• Respond to surveys.
• Classify and post expenditures to appropriate budgeting accounts.
• Verify that information or data is complete, accurate, and consistent; update and correct.
• May serve as clerical support to commissions or committees.
• Generate monthly performance evaluation reminders and forward information to supervisors with appropriate forms.
• Purchase office supplies and equipment.
• Perform related duties as assigned.

The Senior Office Assistant position is responsible for the listed job duties above, as well as those listed depending on their assigned department:

Utilities – Waste and Recycling 

• Senior Office Assistants in the Waste and Recycling Division spend the preponderance of time providing customer service to residents and businesses to support a 365 day per year waste collection operation.
• Respond to resident and business inquiries by phone and email.
• Coordinate special collection services by scheduling appointments, explaining program guidelines, monitoring and adjusting the number of appointments available each day, generating daily appointment reports, and record keeping.
• Create service orders for all waste and recycling services.
• Dispatch scheduled and unscheduled work to Refuse Drivers through daily reports and phone communication.
• Utilize department GPS and camera technology to verify services.
• Coordinate the assistance program for residents physically unable to place containers out for service.
• Coordinate temporary dumpster rentals including assisting customers identify the best option, generating contracts, scheduling services, facilitating payment, and monitoring physical inventory.
• Data entry and record keeping for all waste collection programs.
• Explain city and state mandates to residents and businesses relating to waste programs, including the correct use of each container and how to rectify contamination issues.
• Explain rates and fees for waste collection services and assist residents and businesses to identify the best options to fit their needs. 
• Collaborate with co-workers to identify and recommend process improvements.
• Provide exceptional customer service to the community.

Minimum Qualifications

Note: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Essential Duties" section of this specification.
 
Knowledge of:

• Modern office practices, and department specific methods, procedures, policies, and regulations.
• Programs, goals, and purpose of the assigned department.
• English grammar, spelling, vocabulary, and punctuation.
• Business letter writing.
• Leadwork and staff development techniques and practices.
• Computer terminology and computer keyboard arrangement.
• Common word processing, spreadsheet, and database software.

Ability to:

• Answer a variety of questions related to department programs and processes.
• Exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations.
• Interpret and explain procedures to others.
• Provide verbal and written instruction to others.
• Prioritize, organize, assign, and monitor workload.
• Use the department's automated systems used in the department.
• Enter data accurately into automated system.
• Locate, identify, and correct inaccurate or incomplete information.
• Answer a variety of questions related to department programs and the application process.
• Effectively communicate verbally and in writing.
• Establish and maintain effective working relationships with those encountered in the course of work.

Other Qualifications

Education:
High School Diploma, G.E.D., or equivalent to the completion of the 12^th grade. 

Associates’ degree from an accredited college or university in accounting, business, or similar area or the equivalent in college semester hours/credits is desirable. 

Experience:
One (1) year of full-time experience as an Office Assistant with the City of Folsom.

Two (2) years of full-time experience performing clerical duties involving public contact in an office environment, including one (1) year at the journey level.

Physical Requirements:
Work is performed in a typical office environment.  (1) Mobility:  frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.  (2) Lifting:  frequently up to 10 pounds; occasionally up to 25 pounds.  (3) Vision:  constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.  (4) Dexterity:  frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.  (5) Hearing/ Talking:  frequent hearing and talking, in person and on the phone.  (6) Emotional/ Psychological:  frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.  (7) Environmental:  frequent exposure to noise. 
 

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