Office Assistant (Part-Time, On-Call)

JOB SUMMARY

Are you interested in working steps from the beach? Do you have administrative skills that can be applied across various City departments? Come join our team! The City of Manhattan Beach is looking for qualified administrative support on a part-time, as-needed basis across various departments and disciplines across the City. Work with our Public Works Department one day and our Parks and Recreation Department the following! You will be given the opportunity to work with our diverse City locations, departments, and staff, depending on the needs of the City.
This position will provide additional support to various departments on an as-needed basis. The days and hours of this position will vary based on the need of the assigned department. There may be periods where there are no hours scheduled if there is no additional support needed.
SUMMARY
Under direct supervision, perform responsible, routine to complex clerical and administrative duties to support the needs of an assigned function or department; provide quality customer service; and do other related work as required.

ESSENTIAL DUTIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

• Provides administrative and general clerical support to an assigned department or division.
• Greets visitors; provides assistance to customers over the phone, via email, and behind the counter, and routes information to appropriate parties..
• Prepares, types and processes written communications; may transcribe from rough drafts, audio recordings, or verbal instruction.
• Receives, stamps and distributes mail; prepares, posts and sends mail.
• Prepares and types agendas and supporting materials; establishes and maintains paper and/or electronic files and record keeping systems.
• Issues, receives, and processes various applications, permits, registration information, and other forms.
• Operates standard office equipment such as the telephone, copier, fax machine, calculator, personal computer, and other automated systems and programs that are relevant to the assigned department or division.
• Schedules and prepares appointments and meetings, and makes travel arrangements.
• Accepts payment of fees and writes receipts; disburses petty cash and maintains and processes cash records; processes and receives reimbursements and expenses.
• Orders office supplies and maintains inventory; assists with administrative tasks involving personnel, budgeting processes, and facilities.
• Performs other related duties as assigned.
• May be required to work shifts, weekends, and/or holidays.

MINIMUM QUALIFICATION GUIDELINES

Education/Training/Experience:

• High school diploma or G.E.D. is required.
• Six (6) months of clerical work is desirable.

• Office methods, practices, procedures, and equipment;
• Correct English usage, including spelling, grammar, and punctuation;
• Customer service skills, including ascertaining a customer’s needs and directing accordingly;
• Record keeping procedures and systems; and
• Research methods.

• Follow direction;
• Learn the terms, procedures, and operating details of the assigned department;
• Read and correctly use the English language;
• Effectively proofread assigned work;
• Follow oral and written direction;
• Work with confidential information;
• Communicate effectively orally and in writing; and
• Work cooperatively with City employees and the general public.

• Operating a variety of office equipment including personal computer software and other electronic processing equipment;
• Using word processing, spreadsheet, graphics, and specialized software application programs such as MS Outlook and Acrobat; and
• Using internet resources and social media.