Office Assistant I (Part-Time)

Description

ABOUT GALT

Incorporated in 1946, Galt is a growing community with approximately 26,000 residents located approximately 20 miles south of Sacramento along Highway 99. The City is led by five elected council members, the Mayor being appointed.

Galt offers affordable housing with a small town atmosphere, perfect for raising young families as well as a great opportunity for new businesses.

The City is known for its annual Independence Day Celebration with fireworksand the Winter Bird Festival. We also offer the Galt Market, an open air market held every Tuesday and Wednesday offering great deals on fresh fruits and vegetables, clothing, home furnishings and much more.

Sports and Recreation are key to Galt's quality of life. Enhanced by its mild seasonal climate and numerous parks, Galt features a variety of activities for youth and adults such as t-ball, baseball, football, soccer, swimming and swim lessons, karate, exercise classes and many more choices to meet the needs of the community.

The City of Galt is located in the heart of the Delta Recreation Area in Northern, California. Thirty minutes away are the Sierra Foothills and the Sacramento Delta. Reno, Lake Tahoe, San Francisco and the CA coast are all within atwo hourdrive making Galt a recreational haven for boat lovers and outdoorsmen alike.

ABOUT THE POSITION

The City of Galt is currently accepting applications for

Office Assistant I

The Public Works department is looking for a detail oriented Part-Time Office Assistant I to work Monday

• Thursday between 9am

• 3pm, 5-6 hours a day. The ideal candidate will have excellent customer service, the ability to multi-task and a strong work ethic.

Under direct or general supervision, provides a variety of routine to complex office support activities to various City offices, which may include receptionist duties, typing, proofreading, record keeping, opening and distributing mail, scheduling meetings, preparing meeting agendas and summaries, entering and retrieving information from computer databases, carrying out research and compiling reports that may require the use of arithmetical calculations, ordering supplies, processing invoices; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direct or general supervision from assigned supervisory or manager personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This is the entry-level class in the Office Assistant series. Incumbents work initially under direct supervision and receive detailed instructions and training on office support assignments. Incumbents generally work within an established framework of set procedures in performing assigned tasks. As experience is gained, assignments become more varied and are performed with greater independence. Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level, and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Example of Duties

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Prepares correspondence, reports, forms, receipts, warrants, vouchers, work orders, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.

• Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.

• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.

• Acts as receptionist; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person, and/or provides factual information regarding City and departmental activities and functions, which may require the application and explanation of rules, policies, and procedures.

• Enters, edits, updates, and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may perform production data entry.

• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.

• Establishes and maintains office files, following an established filing system; researches and compiles information from such files; purges files as required.

• May collect and account for fees and other monies collected.

• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, and arranging for equipment purchase and maintenance.

• Processes and distributes incoming and outgoing mail for the office or department.

• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-radio or other department-specific equipment.

• Performs other duties as assigned.

Typical Qualifications

Knowledge of:

• Standard office practices and procedures, including filing and the use of standard office equipment.

• Business letter writing and the standard format for reports and correspondence.

• Business arithmetic and basic financial and statistical techniques.

• Recordkeeping principles and procedures.

• English usage, grammar, spelling, vocabulary, and punctuation.

• Modern office practices, methods, and computer equipment and applications related to the work.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Perform a wide variety of office support duties requiring the use of independent judgment.

• Interpret and implement policies, procedures, and computer applications related to the department or organizational unit to which assigned.

• Compose correspondence and reports independently or from brief instructions.

• Make accurate arithmetic, financial, and statistical computations.

• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.

• Establish and maintain a variety of filing, recordkeeping, and tracking systems.

• Understand and follow oral and written instructions.

• Organize own work, set priorities, and meet critical time deadlines.

• Operate modern office equipment including computer equipment and specialized software application programs.

• Use English effectively to communicate in person, over the telephone, and in writing.

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and regulatory guidelines.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Supplemental Information

Education and Experience:

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

Equivalent to graduation from high school and One (1) year of office support, secretarial or general clerical experience. Experience in dealing with the public and working in a public agency setting is desirable.

Licenses and Certifications:

• May require the possession of a valid Class C California driver's license and have a satisfactory driving record.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed material and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.