Office Assistant (City Manager's Office) at City of Alameda, CA
City of Alameda, CA · Alameda, United States Of America · Onsite
- Junior
- Office in Alameda
About the Department
This is an exciting opportunity to be a part of the team within the City Manager's Office. This position is scheduled for 36 hours per week over 4 days (typically Monday - Thursday with every Friday off) but is considered full-time with benefits.
We will be accepting up to a maximum of 50 applications at this time. This job announcement will close after 50 applications are received.
THE COMMUNITY
The City of Alameda is a 10.6 square mile island community located in San Francisco Bay. Alameda is just seven miles east of San Francisco, and less than one mile west of the City of Oakland. Alameda is a diverse community with a population of approximately 76,040. According to Money Magazine, the City of Alameda compares favorably to the "best places to live" in America. That is, in part, due to the small town feel of this Bay Area Island community. It also has a high median family income, a large number of educational institutions nearby, more than double the number of restaurants and libraries as the "best places average," excellent air quality, and better than average weather.
THE POSITION
The Office Assistant for the City Manager’s office requires strong communication skills with constituents, staff and Council, scheduling, event coordination and a high attention to detail. The ideal candidate is a self-starter who takes initiative, shows sound judgement with strong writing skills and verbal communication, organizational capabilities, and the ability to work in a team environment in a high-paced office.
Under general supervision coordinates office activities and performs operational support work and highly responsible general and accounting clerical work; performs other related work as required.
City of Alameda, Benefits of Employment (for a comprehensive listing of benefits, please click here):
- CalPERS Retirement: Classic Members: 2% at 55 formula, 8.868% contribution; New Members 2% @ 62 formula, 8.75% 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. Kaiser plan is fully covered by the City.
- Dental: Comprehensive dental coverage provided to employees and their eligible dependents at no cost.
- Vacation: Starting with 75 hours annually and increasing with years of service.
- Holidays: 11 City Holidays and 4 Floating Holidays per year
- Sick Leave: 90 hours per year; unused sick leave is converted to service credit at retirement.
Position Duties
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.
Minimum Qualifications
- Performs a wide range of responsible, difficult and/or confidential clerical and operational work for a department or division.
- Performs difficult and responsible typing, document production and data organization through the use of a variety of office equipment including computers.
- 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.
- 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.
- Answers telephones and receives visitors; schedules appointments and maintains calendars.
- Arranges and coordinates major events and meetings.
- Provides information, routes inquiries, resolves complaints and interprets and explains policies.
- 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.
- Collects and reviews information and prepares various reports and summaries.
- 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.
- May assist in departmental budget preparation and budget administration.
- Coordinates clerical work activities and may provide lead direction and training for clerical employees.
Other Qualifications
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.
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
Selected positions require possession of a valid California Driver's License and satisfactory driving record as a condition of initial and continued employment.
It is important that both the application on and questionnaire are completed thoroughly and accurately. 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 tentative 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 U.S. Citizenship and Immigration Services.
E-VERIFY:
VETERAN'S PREFERENCE CREDIT:
The 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 | [email protected]| 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.
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