Program Assistant I/II/ III

About the role

The City of Encinitas seeks a customer-service-oriented Program Assistant to support operations at the City Hall Front Counter. This role serves as the first point of contact for community members, visitors, and callers, providing clear, friendly, and accurate assistance.

Responsibilities

• Responds to requests for information from the general public; answers routine questions; directs visitors to appropriate locations.
• Performs various clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; distributing mail; making photocopies; performing data entry; preparing mass mailings; typing; and word processing.
• Receives, sorts, and distributes various correspondences to personnel.
• Types, word-processes, or does data entry for a variety of documents, which may include: meeting minutes, newsletters, lists, flyers, reports, press releases, contracts, calendars, rosters, and/or other related materials.
• Filings documents alphabetically, numerically, or by other prescribed methods.
• Aids in scheduling programs, events, conference rooms, travel itineraries, appointments, meetings, and/or other related events.
• Prepares and maintains a variety of files; gathers information, reports, papers, and records; disseminates information to individuals.
• Processes routine financial paperwork, which includes requisitions, deposits, billings, and/or other related paperwork.
• Determining which administrative, support, or clerical tasks are essential to the accomplishment of the department or division’s desired service or product and self-direct the accomplishment of the task.
• Performs responsible technical and program specific Administrative Support work with accuracy, speed, and minimal supervision.
• Interprets and applies administrative and departmental policies and procedures.
• Works independently in the absence of supervision.
• Performs other duties of a similar nature or level.

Requirements

• High School Diploma, or General Equivalency Diploma (G.E.D.) and two years of increasingly responsible administrative, secretarial, and clerical support experience and/or customer service experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
• Experience in the specific area of assignment is desirable.

Qualifications

• Knowledge of: applicable principles and practices in assigned program area; applicable Federal, State, and Local laws and regulations; data collection methods; modern office practices and equipment; English usage, spelling, grammar, and punctuation; records maintenance principles; customer service principles.
• Skills in: providing customer service; using a computer and related software applications; handling multiple tasks simultaneously; maintaining files, records, databases, and other related systems; collecting data; preparing reports; preparing business correspondence; using modern office equipment; communicating laws, codes, regulations, policies, and procedures; communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Benefits

• Service Employees International Union, Local 221 (SEIU) Cafeteria Health Plan
• Flexible Benefit Plan contribution makes available for each employee a monthly amount equal to the high median of the monthly premiums of all CalPERS health plans available in San Diego County. Under the City’s Section 125 Cafeteria Benefits Plan qualified benefits include: health, dental, vision, dependent care flexible spending account (FSA) and healthcare FSA.
• Retirement
• 457 Deferred Compensation
• Life, Accidental Death and Dismemberment Insurance
• Short-Term Disability Insurance (STD)
• Long-Term Disability Insurance (LTD)
• Sick Leave
• Vacation Leave
• General Election Leave
• Holiday Closure
• Fixed and Floating Holidays
• Employee Assistance Program (EAP)
• Computer Purchase Program
• Tuition Assistance
• Social Security and Medicare