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City of Roseville Logo

Office Assistant I/II
City of Roseville, Sacramento/Metro Area

Clerical/Administrative Support

For more info contact:
humanresources@roseville.ca.us
(916) 774-5475
Close Date: Jul 31, 2013
Salary: $2,543.00 - $3,936.00 Monthly

OPEN EXAMINATION: 13.009

Date opened: 07/31/2013


OFFICE ASSISTANT I/II


SALARY RANGE:


Office Assistant I: $2543 - $3578 MONTHLY (26 PAY PERIODS ANNUALLY)

Office Assistant II: $2797 - $3936 MONTHLY


FINAL FILING DATE: Accepting the first 50 qualified applications or closing no later than 5:00 pm, Wednesday, August 14, 2013, whichever occurs first.


TENTATIVE TEST DATE: Written Exam: August 28, 2013 Oral Interview Exam: September 3rd, 4th, 5th, 2013.


THE POSITION

The Human Resources Department is accepting applications for the full-time position of Office Assistant I/II in the Environmental Utilities Department and a part-time/temporary position in Information Technology. The normal work schedule will be Monday through Friday from 8:00 a.m. to 5:00 p.m. A flex schedule may be available.


EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:


• Serve as first line of contact to external customers via telephone or in person; refer customers to appropriate staff and/or provide a variety of general information regarding City functions and services; and explain department operating policies and procedures.


• Prepare, compile, tabulate and maintain data including databases, various documents and statistical and operational reports and records.

• Type and proofread a variety of documents including general correspondence, agendas, reports, memos and statistical reports.


• Develop, maintain and archive a variety of files and records.


• Support departmental hiring process; schedule interviews; complete and submit new hire documents; inform new hires of department policies and procedures; arrange computer and facility access.


• Receive, review and process payroll for assigned department; identify and resolve discrepancies; verify overtime usage; research and respond to questions from staff regarding payroll.


• Receive, review and process invoices, payment requests, reimbursement requests and credit card charges; track costs, ensuring proper coding; researches and resolves errors in orders received and invoices; prepare and process purchase requisitions.


• Order, maintain and reconcile purchases of office supplies, merchandise and other and special purchases related to department operations; maintain inventory.


• Schedule meetings and maintain calendars for department staff; reserve and prepare conference rooms; prepare meeting agendas; attend meetings and take and publish meeting minutes.


• Make travel arrangements for department staff; receive and process reimbursement requests.


• Assist the public with reserving and renting City facilities; register customers for classes, programs and tours; may participate in tours as required.


• Respond to letters and routine correspondence; receive, sort, open, time stamp and distribute time mail.


• Create, edit and update department information on internet and intranet.


• Assist with annual and mid-year budget entry; prepare monthly budget reports.


• Track and register staff for training classes as needed.


• Prepare, track and close out work orders and service requests; dispatch field personnel, as required.


• Issue, receive, type and process various applications, permits and other forms; apply departmental policies and procedures in determining completeness of applications; calculate fees.


• Receive and process payments for a variety of services; handle cash; prepare deposits; prepare and send billing statements as required by program.


• Distribute petty cash; reconcile and complete petty cash requests and send to Finance Department.


• Perform administrative tasks in support of special projects that includes the collection, review, compilation and verification of data.


• Collect, compile and submit data in support of grant administration activities.


• Create, revise and implement procedures related to assignment; recommend and participate in the implementation and improvement of policies and procedures.


• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.


• Perform related work as required.


MINIMUM QUALIFICATIONS


Office Assistant I


Knowledge of:


• Modern office equipment and procedures including use of a variety of software applications.


• Customer service principles and public relations techniques.


• English usage, spelling, grammar and punctuation.


• Business letter writing and report preparation.


Ability to:


• Learn pertinent local State and Federal laws, codes, ordinances, City functions, policies, rules and regulations.


• On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.


• On a continuous basis, sit at desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone, and write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.


• Develop and maintain filing systems.


• Compose general correspondence and letters and take meeting minutes.


• Use a personal computer and a variety of software applications.


• Plan and organize workload.


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


• Communicate clearly and concisely, both orally and in writing.


Experience and Training


Experience:

One year of increasingly responsible clerical and customer service experience.


AND


Training:

Equivalent to completion of the twelfth grade.


License or Certificate:

Possession of, or ability to obtain, a valid California driver’s license.


Office Assistant II


In addition to requirements for the Office Assistant I:


Knowledge of:


• City services provided.


• Advanced customer service techniques.


• Policies and procedures of the assigned department or program.


• Basic accounting principles; financial record keeping and reporting.


Ability to:


• Independently perform administrative and customer service duties in support of assigned department or program.


• Research, respond to and assist in the resolution of inquiries and complaints.


• Prepare correspondence, memorandums, and routine financial and operational reports.


• Accurately calculate fees and handle money.


• Use independent judgment and personal initiative.


• Know, understand, interpret and explain department and program policies and procedures.


Experience and Training


Experience:

Two years of responsible experience performing duties similar to that of an Office Assistant I with the City of Roseville.


AND


Training:

Equivalent to completion of the twelfth grade.


License or Certificate

Possession of, or ability to obtain, a valid California driver’s license.




SELECTION PROCESS

Applications will be screened and those applicants meeting the minimum qualifications will be invited to a written exam which is pass/fail. Those candidates achieving a passing score on the written exam will be invited to an oral interview exam weighted 100%. Scores earned from the oral exam will establish the Employment List. Candidates within the top five ranked scores will be certified to the department for final consideration. Final appointment is contingent upon a background check, passing a City-paid pre-employment medical exam, a drug and alcohol screening test, and a fingerprint check.




 

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