FINAL FILING DATE: We are accepting applications until closing at 5pm, July 13, 2020.
TENTATIVE TEST DATES: Online Assessment: August 1, 2020
IT IS MANDATORY THAT YOU COMPLETE THE SUPPLEMENTAL QUESTIONNAIRE. YOUR APPLICATION WILL BE REJECTED IF YOU DO NOT PROVIDE ALL NECESSARY INFORMATION.
THE POSITION
The Human Resources Department is establishing an employment list for the citywide classification of Office Assistant II. There is currently no vacancy for this position, however, the employment list that will be established from this recruitment may be utilized to fill future vacancies. The normal work schedule is Monday through Friday, 8 am –5 pm; a flex schedule may be available.
The City of Roseville promotes a no smoking atmosphere.
THE CITY
The City of Roseville (COR) incorporates the following CORe Competencies as part of the City’s culture:
- Focus on people: Develop and deliver service-oriented solutions that meet or exceed expectations.
- Build trust: Ensure honesty and integrity to gain confidence and support of others.
- Ensure accountability: Take responsibility for the outcomes of one’s own work and foster a sense of ownership in others.
- Communicate effectively: Deliver clear, concise messages and actively listen to ideas and questions.
- Collaborate inclusively: Build effective working partnerships, alliances, and teams.
- Make quality decisions: Make sound, timely decisions and recommendations.
- Be adaptable/agile: Change approach or methods to best fit the situation and effectively balance competing priorities.
DEFINITION
To perform responsible administrative and customer support duties for an assigned department, division, or program including receiving and responding to inquiries from the public, other City departments and outside agencies; to prepare documents, correspondence and routine reports; to receive and process payments; and to provide other support duties as assigned.
DISTINGUISHING CHARACTERISTICS
This is the journey level class in the Office Assistant series and is distinguished from the I level by the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise. Positions in this class are flexibly staffed and are normally filled by advancement from the I level.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from a higher level supervisor or manager.
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
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.
- 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:
- 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.
- 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 (performing responsible administrative and customer support duties for an assigned department, division, or program).
AND
Training:
Equivalent to completion of the twelfth (12th) grade, GED, or higher level degree.
License or Certificate
Possession of a valid California driver’s license by date of appointment.
SUPPLEMENTAL QUESTIONNAIRE
- Your responses to these questions must be consistent with your employment application information. This experience must also be described in the “Work Experience" section of this application. Responses to the supplemental questionnaire that are inconsistent from your “Work Experience” section in the application will not be scored. I understand and agree with the above instructions.
- Was any of the work experience listed on your application an unpaid internship, or volunteer work? If so, please list below which ones.
- How many years of clerical experience do you have?
- Less than 2 Years
- 2-3 Years
- 3-4 Years
- 4-5 Years
- 5-6 Years
- 6+ Years
- Please describe the experience that qualifies you for this position. Your response to this question must be consistent with the Work Experience section of your application. Failure to adequately describe your qualifying work experience may disqualify you from this recruitment.
SELECTION PROCESS
Applicants will be invited to an online exam (pass/fail). Candidates receiving a passing score will be screened and those meeting the minimum qualifications will be scored in the Formula Rate Examination. Scores from this evaluation will determine applicant ranking and placement on the Employment List. Final appointment is contingent upon a check of past employment references, passing a City-paid fingerprint check and, depending on position applied for, a pre-employment medical exam and a drug and alcohol screening test.
THE CITY OF ROSEVILLE IS AN EQUAL OPPORTUNITY EMPLOYER. IF YOU REQUIRE AN ACCOMMODATION DUE TO A DISABILITY, PLEASE CONTACT THE HUMAN RESOURCES DEPARTMENT AT LEAST 5 WORKING DAYS BEFORE A SCHEDULED INTERVIEW/EXAMINATION PROCESS. MEDICAL DISABILITY VERIFICATION MAY BE REQUIRED PRIOR TO ACCOMMODATION.
