The Clerical Assistant II provides administrative support to the Recreation & Community Services Department, which includes program registration, facility reservations, recordkeeping, customer interaction and point of sale. Duties include responding to phone, mail, email and in-person inquiries, as well as requests from citizens, employees and other City departments. The Clerical Assistant II performs receptionist duties, including: typing, word processing, use of computer programs and applications, recordkeeping, organizing and compiling data, filing, computerized data entry, organizing calendars, working efficiently and effectively within the Recreation & Community Services Department and other departments with minimal supervision and with outstanding customer service. May act as a lead over an Clerical Assistant I incumbent.
GENERAL ACCOUNTABILITIES: The following statements are intended as general illustrations of the work in this job class and are not all inclusive for specific positions.
- Serves as the Recreation & Community Services Department’s first line of customer contact.
- Establishes and maintains positive relationships with customers, employees, contractors and volunteers.
- Advises customers on the selection of programs that best fit their areas of interest.
- Assists customers in determining which rental facility to use for their events.
- Supports annual & quarterly instructor management tasks.
- Enters activity data into registration software.
- Performs other administrative/clerical duties as assigned.
- Type correspondence, reports, forms, and specialized documents related to the functions of the department from drafts, notes, or brief instructions, using a computer.
- Proofreads and checks typed materials for accuracy, completeness, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling.
- Enters and retrieves data using a computer, department-specific software following established formats.
- Handles cash, checks, and credit cards and has access to financial records in accordance with established departmental and City policies procedures.
- Prepares and updates a variety of reports, which may require the use of arithmetic calculations.
- Maintains records and processes forms for the Recreation & Community Services Department.
- Establishes and maintains office files.
- Researches and compiles information from such files.
- Acts as receptionist and receives and screens visitors and non-emergency telephone calls.
- Provides factual information regarding City activities and functions.
- Operates standard office equipment.
- Opens and distributes interoffice and US mail, attaching back-up information.
- Processes outgoing mail.
- Provides administrative support to City Commissions.
- Performs other related duties as required.
MINIMUM POSITION REQUIREMENTS:
KNOWLEDGE OF: Basic office practices and procedures, including filing and the operation of standard office equipment, computers and related software, phone systems, fax/copy machines; Microsoft Office Suite including Word, Excel and Outlook; correct English usage, including spelling, grammar and punctuation; business letter writing and the standard format for typed materials; policies and procedures related to the Recreation & Community Services Department; effective time management principles; customer service principles; basic business data processing principles.
SKILL AND ABILITY TO: Develop and maintain effective working relationships with those contacted in the course of work; understand and carry out oral and written instructions; maintain accurate records and files; make accurate arithmetic calculations; perform detailed clerical work accurately; operate a computer and related software; rapidly learn specific procedures and terminology of the Recreation & Community Services Department; work and coordinate several activities; multitask; rapidly learn, understand, retain and utilize directions, procedures, policies, processes and programs of the Recreation & Community Services Department; organize and maintain office files; compose routine correspondence from brief instructions; use initiative and sound judgment within established guidelines; prioritize work and coordinating several activities; communicate tactfully and effectively with the public, including interpreting and applying detailed rules and regulations; provide excellent customer service to staff and customers in-person, email and telephone; work harmoniously as part of a team or independently; successfully perform all the requirements of the position.
PHYSICAL REQUIREMENTS AND GENERAL WORKING CONDITIONS: Regularly required to sit or stand, reach, bend, and walk about the facilities or program sites while performing the duties. Repetitive hand and arm motion, and fine finger manipulation in the use of a computer. Moderate physical effort required, including lifting to 25 pounds. May be exposed to dust, odors, oil, fumes, and noise while carrying out regular duties.
EXPERIENCE AND EDUCATION:
- Equivalent to graduation from high school. Completed college-level coursework is desirable.
- One year of general clerical or office assistant experience. Prior experience with activity registration and facility rentals is highly desirable.
- Valid California driver’s license is desirable.
- Previous experience working with the public is desirable.
IDEAL CANDIDATE POSSESSES THE FOLLOWING CHARACTERISTICS: Is highly professional, patient, respectful, and ethical; possesses excellent problem-solving skills and a can-do attitude. Communicates effectively and proactively both verbally and in writing. Enjoys working in a small town atmosphere with an engaged public, including merchants, property owners, and residents.
Temporary employees are non-benefited, at-will positions. Since the City does not participate in Social Security and is required to provide an alternative retirement plan, you are required to participate in the City's defined contribution retirement plan through Nationwide where 3.75% of your gross compensation per pay period is deducted and put into the plan. The City matches this 3.75% for a total contribution of 7.5% of your gross compensation per pay period.
This is a part-time, temporary position. Approximately 15-20 hours per week.
$24.23 to $28.31 hourly DOE
The recruitment will remain open until the position is filled with a first review on Wednesday, April 28, 2021. Prior to hire, candidates will be required to successfully complete a pre-employment process, including a livescan background investigation. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.
EQUAL OPPORTUNITY EMPLOYER
The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.
LIMITATIONS AND DISCLAIMER
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.