Office Assistant Salary $14.00 Hourly Location El Monte, CA Job Type Part time Department Public Works Job Number 201800059 Closing 1/20/2019 3:30 PM Pacific Summary THIS RECRUITMENT MAY CLOSE UPON RECEIPT OF THE FIRST 75 APPLICATIONS; THEREFORE PROMPT SUBMISSION IS ENCOURAGED. Under the direction of the Transportation Operations Manager, the Office Assistant - PT will perform skilled administrative and office assistance work specifically related to internal and external customer service. This position requires a self-motivated administrative professional capable of demonstrating a high standard of reliability, punctuality and integrity as well as a consistent positive attitude. This position is a part-time classification in the Transportation Division of the Public Works & Utilities Department and will report directly to the Transportation Operations Manager and indirectly to the Public Works & Utilities Director. Essential Functions / Knowledge, Skills, & Abilities Essential and other important responsibilities and duties may include, but are not limited to the following: Front office reception greet and receive customers, partners, and other City staff in a courteous and professional manner; Prepare routine office documents and communications such as correspondence, memoranda, reports, forms and flyers; Provide excellent customer service to the public in person, on the phone, and email; Utilize software applications such as Microsoft Office to maximize productivity and produce documents; Proofread and edit documents for grammar, spelling, punctuation and format; Answer and transfer telephone calls from the public; Enter data into spreadsheets and databases using Microsoft Excel and Access; File and maintain current filing systems; Log and photocopy invoices for processing and payment; Deliver interdepartmental mail to offices throughout the City. Within Transportation: Serve as the Cashier at the City Trolley Station including; selling bus passes, Trolley Tokens, TAP cards, and tickets for special excursions; Register Dial-A-Ride participants utilizing Microsoft Office Access software; Handle and receive cash payments and credit reimbursements; Provide brochures and other transit information to the public; Review and verify drivers daily trip sheets and spreadsheets; and Use two-way radio and cellular devices to communicate with staff in the field. Within Maintenance: Obtains accurate details from callers requesting assistance and transmits information promptly to the Supervisor(s) or appropriate staff member in person or via work orders; Initiates and maintains contact with the public, vendors and clients by telephone, face-to-face meeting and written correspondence and conducts follow-up when appropriate; Maintains office operation such as filing systems, inventory and requisition of supplies and other clerical services; Maintains database of Division contacts and vendors; Transmits requests for service repairs to utility companies; Organizes and maintain reports to water analysis; Analyzes and process invoices from vendors for payment; runs expenditure status reports as requested by Supervisors. Within Engineering: Initiates and maintains contact with the public, utility companies and clients by telephone, face-to-face meeting and written correspondence and conducts follow-up when appropriate; Maintains office operation such as filing systems, inventory and requisition of supplies and other clerical services; Maintains database of division contacts and vendors as well as public works increment permits; Process invoices from vendors for payment; runs expenditure status reports as requested. Knowledge of: Modern office practices, principals, procedures, equipment and standard clerical techniques; Financial recordkeeping, accounting and budgeting practices; Policies, practices, procedures and terminology of assigned functions; Variety of computer software including; word processing, database and spreadsheet applications; Computer file management principles and software applications such as MS Office. Skills In: Composing letters and preparing a variety of reports, using appropriate format and computer software; Prepare statistical reports; Present ideas and concepts orally and in writing; Perform a variety of specialized, technical accounting and financial work; Follow oral and written instructions and procedures; Utilize public relations techniques in responding to inquiries and complaints; Establish and maintain effective working relationships with other department staff, other City employees and the public; Ability To: Organize and schedule inspection appointments; Organize and coordinate permit meetings; Take messages/notes regarding incoming permit requests; Check and distribute documents and correspondence; Receive, sort, and distribute incoming mail; Maintain filing systems, and; Compile records of office activities. Minimum Qualifications Sufficient education, training, and/or equivalent work experience to demonstrate possession of the required knowledge skills and abilities which would typically be acquired through; possession of a High School Diploma or GED equivalent. An Associate Degree (desired). This supplemented with a minimum of two-years professional experience in an administrative and/or clerical capacity (Previous experience working in a public agency Public Works environment is preferred) specifically demonstrating computer experience and be able to demonstrate a typing speed of 45 words per minute. (Attach typing certificate to application) Certificate or Licenses: Must be able to type 45 net words per minute. A current Typing Certificate (issued within the last twelve months) from an accredited business school, adult school, or employment agency must be submitted with application; and Possess and maintain a valid California Class "C" driver's license or equivalent. Additional Information PHYSICAL REQUIREMENTS OF WORK: This position works primarily in an office environment with exposure to computer monitors and may require maintaining physical condition necessary for sitting, walking or standing for prolonged periods; light and moderate lifting; and occasional test proctoring in an outdoor environment. Must be able to travel to various locations within and outside the City of El Monte to meet the program needs and to fulfill the job responsibilities. When driving on City business, maintenance of a valid California driver's license and satisfactory driving record is required. Disaster Service Worker: Pursuant to California Government Code Section 3100, all public employees are require to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law. THE SELECTION PROCESS FOR THIS RECRUITMENT: Applications will be reviewed. Admission to the competitive examination may be limited to those whose applications show the best combination of qualifications in relation to the requirements and duties of the position. Any part of the examination may be qualifying only. E-Verify: The city of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States. Incumbents in hourly positions are ineligible for health, dental, vision, and other benefits. Agency City of El Monte Address 11333 Valley Boulevard El Monte, California, 91731 Phone (626) 580-2040 Website