Senior Office Assistant at City of Novato, CA

About the Department

• 9/80 work schedule, every other Friday off
• Accrue vacation at a rate of 80 hours per year to start
• Provided with 40 hours of sick leave upon hire
• 14 paid holidays per year
• Free parking on site
• Office is within walking distance of terrific restaurants, shopping, and the downtown SMART station

DEFINITION

To perform the most difficult and complex clerical support duties involving the interpretation and application of policies, rules and regulations, issuance of permits, and preparation of meeting agendas and meeting minutes, consistent with legal requirements; to function as liaison between the department, citizens, and other departments in the City by researching and responding to questions and solving complicated and sensitive problems; and to provide administrative support to an assigned supervisor. 

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the Office Assistant series.  Positions at this level are distinguished from other classes within this series by the level of responsibility assumed, complexity of duties assigned, independence of action taken, by the amount of time spent performing the duties, and by the nature of the public contact made. Employees perform the most difficult and responsible types of duties assigned to classes within this series, including interpreting and applying complex policies, procedures, rules and regulations in the performance of duties and may provide technical and functional supervision over assigned personnel.  Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. 

Employees within this class are distinguished from the journey level by the performance of the full range of duties as assigned requiring a higher level of independent judgment in the interpretation and application of policies, procedures, rules and regulations. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from a higher-level supervisor or manager.

May exercise technical and functional supervision over assigned clerical staff.

Position Duties

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS - Essential and other important responsibilities and duties may include, but are not limited to, the following: 

Essential Functions:

• Perform the most complex and difficult clerical duties involved in the support of an assigned department or program and the provision of customer service.
• Maintain the more complex and difficult records, master lists, historical binders, databases, and filing systems; verify accuracy of information; research discrepancies and record information; scan and index files.
• Provide and explain information, policies, and procedures to the public regarding the assigned area of responsibility in person or over the telephone; refer the public to the appropriate department as necessary; research and resolve the more complex discrepancies.
• Design, create and coordinate the publication of flyers, brochures, invitations, activity guides and special event publications; seek, develop relationships, and coordinate with donors and advertisers.
• Participate in a variety of departmental programs; coordinate activities, interviews and special audits; arrange for delivery of equipment/supplies/food.
• Review applications for completeness and accuracy; calculate fees, accept deposits, and balance at end of day; prepare and distribute permit submittal for approval and issue permits; receive and respond to the more complex and sensitive customer service issues; monitor and control the intake process by working with clients/applicants.
• Track building permit status and consultant charges; verify applicable school, permit, consultant, fire and development impact fees.
• Prepare, format and post agenda; prepare and deliver meeting documents; transcribe, type, and prepare resolutions and meeting minutes, ensuring compliance with legal requirements.
• Register staff and others for various conferences, seminars, trainings, and workshops; prepare travel and hotel arrangements; process post-travel reimbursements.
• Create, maintain and revise a variety of forms and templates for department use; create, revise and implement procedures related to work assignment.
• Receive, type, review, process, and file various insurance certificates, contract amendments, invoices, applications, memberships, refunds, and forms; provide information and forms to the public; apply departmental policies and procedures in determining completeness of applications, forms, records, and reports.
• Schedule routine appointments, events, and various commission meetings for assigned department; schedule and book meeting rooms and facilities.
• Prepare, track and log invoices; obtain appropriate signatures on documents; enter data into logs and spreadsheets.
• Compile information and data for statistical and financial reports; maintain a variety of statistical records; check and tabulate statistical data.
• Contact the public and outside agencies to acquire and provide information.
• Plan, prioritize, and review the work of staff and volunteers assigned to a variety of clerical accounting duties.
• Develop schedules and methods to accomplish assignments for staff and volunteers, ensuring work is completed in a timely, accurate, and efficient manner.
• Participate in evaluating activities of staff and volunteers, recommending improvements and modifications.
• Provide and coordinate training for employees and volunteers; work with employees and volunteers to correct deficiencies.
• Review work products to ensure accuracy and quality; ensure work products are in compliance with department policies and procedures.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. 

Marginal Functions:

• Order, receive, and organize office materials and supplies.
• Receive, sort, and distribute incoming and outgoing mail; process outgoing mail for special deliveries.
• Participate in a variety of special projects as assigned.
• Perform related duties and responsibilities as assigned.

Minimum Qualifications

QUALIFICATIONS:

Knowledge of:

• Principles and procedures used in recordkeeping and maintaining filing systems.
• Business letter writing and basic report presentation.
• Complex file and record maintenance.
• Advanced customer service principles and practices.
• Organization, procedures, services, and operating details of city government.
• Basic mathematics.
• English usage, spelling, grammar and punctuation.
• Methods to motivate, train and utilize volunteers within regular business operations.
• Principles and practices of technical and functional supervision.
• Modern office equipment and procedures including use of word processing, database and spreadsheet applications, and desktop publishing and graphic layout applications. 

Ability to:

• Perform the most difficult and complex duties related to general office support.
• On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.
• Understand, interpret and apply principles, laws and procedures related to assignment and in support of customer service.
• Manage multiple deadlines.
• Proofread documents and ensure accuracy and completeness.
• Design, layout and publish a variety of outreach and advertisement publications.
• Work courteously with the general public on the telephone or in person.
• Correctly interpret, apply, and explain departmental policies and procedures.
• Work independently in the absence of supervision.
• Type and prepare forms, letters and other correspondence.
• Perform mathematical calculations quickly and accurately.
• Type at a speed necessary for successful job performance.
• Provide technical and functional supervision over assigned staff; effectively train staff.
• Operate a computer using word processing and business software and other office equipment including databases and desktop publishing applications.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective, tactful and positive relationships with those contacted in the course of work including various cultural and ethnic groups.
• Foster and contribute to a work environment that supports and exhibits honesty, diversity, integrity, trust and respect.
• Demonstrate teamwork by contributing to the overall success of the organization with flexibility, cooperation, and communication.
• Provide high quality and fiscally responsible services to the Novato community, while delivering responsive customer service.
• Demonstrate an entrepreneurial spirit by generating new, innovative ideas and development of better methods to accomplish tasks and complete projects.
• Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintaining safe personal and common workspaces. 

Experience and Training - Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be: 

Experience:  Three years of increasingly responsible clerical experience similar to an Office Assistant II with the City of Novato. 

Training:   Equivalent to the completion of the twelfth grade. Specialized clerical and computer software training is desirable.

Other Qualifications

The City of Novato is an Equal Opportunity Employer