PART TIME OFFICE ASSISTANT - DEVELOPMENT SERVICES

About the role

The City of San Marcos is seeking a part-time Office Assistant to support the Development Services Department. This position will assist with a departmentwide project to organize, preserve, and digitize historical planning and engineering files, records, and documents. This is an excellent opportunity for someone who enjoys creating order, working independently, and completing detailed projects with visible results.

Ideal candidate

The ideal candidate is dependable, highly organized, comfortable working with both paper and electronic records, and able to consistently follow established file structures, naming conventions, and document-handling procedures.

You do not need prior experience with planning or engineering records to be successful. We are looking for someone who is dependable, organized, comfortable learning new filing systems, and genuinely enjoys detailed work done well.

Responsibilities

Under supervision, performs a variety of clerical, filing, records organization, and document digitization duties in support of the Development Services Department. Duties may include, but are not limited to:

• Reviewing, sorting, and organizing historical planning, engineering, permit, project, property, and related departmental files.
• Preparing paper records for scanning, including removing staples, separating documents, and placing materials in the correct sequence.
• Scanning records and reviewing electronic images for completeness, accuracy, clarity, and proper orientation.
• Applying established document naming conventions, file structures, indexing standards, and records procedures.
• Identifying document types and placing records in the appropriate electronic folder, project file, property file, or records section.
• Comparing paper and electronic files to identify missing, duplicate, incomplete, or incorrectly filed documents.
• Entering and verifying file, project, address, parcel, permit, or document information in spreadsheets, databases, or records systems.
• Assisting with the organization and maintenance of shared electronic records and departmental file systems.
• Handling records carefully and maintaining the confidentiality of sensitive or restricted information.
• Providing general clerical support and assisting with records-related special projects.
• Performing related duties as assigned.

Knowledge of

• Alphabetical, numerical, chronological, property-based, and electronic filing systems.
• Modern office methods, procedures, and equipment.
• Data entry, scanning, document preparation, and electronic file storage.
• Microsoft Office programs, including Word, Excel, and Outlook.
• Basic proofreading and quality-control practices.
• Customer service and professional workplace communication.

Ability to

• Perform detailed and repetitive work with accuracy and consistency.
• Follow established naming conventions, filing standards, procedures, and written instructions.
• Review documents and place them in the appropriate project, property, category, or file location.
• Maintain organized and accurate paper and electronic records.
• Operate scanners, computers, copiers, printers, and other standard office equipment.
• Enter and verify information accurately.
• Identify inconsistencies, missing information, duplicate records, and filing errors.
• Manage multiple assignments and maintain progress on long-term projects.
• Work independently while asking appropriate questions when records are unclear.
• Exercise sound judgment within the scope of assigned responsibility.
• Maintain confidentiality and handle public records with care.
• Communicate clearly and professionally, both orally and in writing.
• Establish and maintain cooperative working relationships with City employees.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.

Qualifications

Education: Equivalent to graduation from high school.

Experience: Experience performing clerical, filing, scanning, data entry, document management, records management, administrative support, or similar detail-oriented work is desirable. Experience working with planning, engineering, construction, or public agency records is helpful but not required.

Schedule

Part-time employees may work up to 999 hours per fiscal year, which runs from July 1 through June 30. Work schedules may vary based on departmental needs but may not exceed an average of 20 hours per week.

Recruitment schedule: Applications due by August 19, 2026, 4:00pm. In-person interviews: August 27, 2026.