Office Assistant I/II

Two levels are offered for this position: Office Assistant I (entry-level) and Office Assistant II (journey-level).

Pay

• Office Assistant I: $22.87 – $29.18 per hour; expected hiring range $22.87 – $25.21.
• Office Assistant II: $25.21 – $32.18 per hour; expected hiring range $25.21 – $27.80.

About the role

Performs a wide variety of general clerical duties related to filing, reception, form processing, record maintenance, mail, typing, and data entry; obtains and compares information for an assigned department.

Distinguishing characteristics

• Office Assistant I: Entry-level classification. Positions typically have little or no directly related work experience and work under immediate supervision while learning job tasks. Routine and repetitive duties are performed according to established processes and procedures. Incumbents progress to general supervision as procedures and processes of the assigned area are learned.
• Office Assistant II: Journey-level classification. Performs the full range of duties with only occasional instruction or assistance when unusual or unique situations arise.

Responsibilities

• Perform general clerical duties related to the department.
• Type, proofread, and process a variety of documents including general correspondence, memos, and statistical charts from rough draft, recordings, oral, or electronic instruction.
• Answer the telephone and respond to questions from the general public, providing information on department policies and programs.
• Proactively assist residents by answering questions and connecting them with the appropriate City department or staff member.
• Assist with arrangements for special events and set-up for meetings.
• Perform routine clerical work, including filing, copying, scanning, billing, data entry, and checking and recording information on records.
• Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
• Perform administrative and program management tasks in accordance with department programs and services; track and organize transactions.
• Open, sort, and distribute mail; operate a postage meter, log postage costs, and ensure mail pickup; arrange for priority mail service.
• Order office supplies and submit expense claims.
• Perform related duties, including special research projects, as assigned.

Requirements

Knowledge of:

• Office Assistant I:
  • English usage, spelling, grammar, and punctuation.
  • Standard office methods, equipment, and software applications, including proficiency with the Microsoft Office Suite.
  • Principles of basic arithmetic.
• Office Assistant II (in addition to the above):
  • Organization, procedures, and operating details of the City department to which assigned.

Ability to:

• Office Assistant I:
  • Perform routine clerical work including filing, proofreading, and data entry.
  • Verify and check files and data.
  • Communicate clearly and concisely, both orally and in writing.
  • Perform simple mathematical calculations.
  • Enter data and type at an acceptable rate.
  • Operate a variety of office equipment such as calculators, facsimile machines, and copiers.
  • Use computer software programs including word processing, spreadsheet, and database applications.
  • Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of excellent customer service.
• Office Assistant II (in addition to the above):
  • Perform the full range of duties of an Office Assistant with only occasional instruction.
  • Operate a personal computer with proficiency and familiarity to produce technical reports, charts, spreadsheets, and other documents; maintain databases and records.

Qualifications

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Education

• Office Assistant I: High school diploma, G.E.D., or equivalent.

Experience

• Office Assistant I: No experience required.
• Office Assistant II: One year of experience performing duties similar to that of an Office Assistant I with the City of Palmdale.

Licenses/Certifications/Other Requirements

• Possession of or ability to obtain and maintain a valid California driver’s license, or the ability to use alternative transportation methods to perform the essential duties of the position.
• Bilingual proficiency in English and Spanish is desirable.

Working Conditions

Physical Demands

• Mobility: Frequent use of a keyboard; frequent standing, walking, and sitting for long periods of time; occasional climbing, bending, and squatting.
• Lifting: Frequently up to 20 pounds; occasionally up to 40 pounds.
• Vision: Constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
• Dexterity: Frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.
• Hearing/Talking: Frequent hearing and talking, in person and on the phone.
• Emotional/Psychological: Frequent routine decision-making and concentrating; frequent public and/or coworker contact; occasional working alone.
• Environmental: Frequent exposure to noise.

Work Environment

Work is performed in a typical temperature-controlled office environment, subject to typical office noise.

Benefits

Benefits listed apply to full-time and benefited part-time positions.

• Vacation, Holidays, and Leave: 15 paid holidays per year; 80 hours vacation (years one through four) with a maximum accrual of 240 hours (160 hours for benefited part-time employees). Administrative employees accrue 80 hours of administrative leave per year with a maximum accrual of 240 hours.
• Sick Leave: Employees accrue 96 hours per year with a maximum accrual of 800 hours (400 hours for benefited part-time employees). Unbenefited part-time employees receive 28 hours of paid sick leave per fiscal year.
• Retirement: The City is a member of the California Public Employees’ Retirement System (CalPERS). Full-time and benefited part-time employees are enrolled in either the New Member (2% @ 62 formula, 7.75% employee contribution) or Classic plan (2% @ 60 formula, 7% employee contribution). All other part-time employees are covered under the Public Agency Retirement Services (PARS).
• Wellness Program: Includes gym membership discounts, healthy eating programs, exercise classes, and other programs.
• Direct Deposit: Mandatory for all new employees.
• Credit Union: F&A Federal Credit Union & Logix Federal Credit Union (formerly Lockheed) are available options.
• Insurance: The City offers group health, dental/vision, long-term and short-term disability, and a $50,000 life insurance policy for full-time employees. The City contributes toward the employee’s health insurance.
• Deferred Compensation: The City participates in the ICMA-RC Deferred Compensation Plan, enabling benefited part-time and full-time employees to contribute on a tax-deferred basis.
• Overtime Compensation: Overtime is accrued at time-and-a-half for eligible employees for time physically worked in excess of the regular 40-hour work week.
• Part-Time Employees: Unbenefited part-time employees are reviewed for merit salary advancement but are not eligible for other benefits listed. Benefited part-time employees are eligible for CalPERS retirement, sick leave, holidays, and vacation on a prorated basis.
• Mileage Pay: Employees may be reimbursed for work-related mileage at 54 cents per mile when using their private vehicle on City business.
• Social Security: The City does not participate in Social Security and does not deduct Social Security payments from any employee’s salary. The City deducts 1.45% of salary for Medicare and makes a 1.45% matching contribution.

Schedule

Normal operating hours are from 7:30 am to 6:00 pm, Monday – Thursday. Closed on Friday.