Address
Form of workSalary: $24.21 - $29.43 Hourly
Location : Santa Clarita, CA
Job Type: Regular Full-time
Job Number: 2024-3
Department: Human Resources and Library Services
Division: Library Services
Opening Date: 03/28/2024
Closing Date: 4/4/2024 12:00 PM Pacific
Description/Duties & Responsibilities
The Office Assistant position provides a wide range of clerical and administrative support to the City Librarian and Public Library division in a fast-paced, customer-service oriented environment with high-volume workload and time-sensitive deadlines.
Duties and Responsibilities:
• Maintains staff and division calendars including heavy meeting and travel coordination; handles meeting logistics and setup
• Prepares and routes contracts and purchase orders; codes and processes incoming invoices and statements for payment; tracks budget expenditures; maintains accurate tracking reports
• Coordinates the submissions of monthly updates from staff and drafts the division memorandum
• Assists with facility reservations and service requests
• Types, proofreads, edits, and distributes a variety of documents, forms, reports, letters, and general correspondence with discretion, attention to detail and accuracy
• Generates and oversees a variety of reports, spreadsheets, and databases using multiple computer applications and software
• Performs all records management functions for the division, including creating and maintaining files, tracking records, preparing files for annual destruction, and partnering with the City Clerk's Office to fulfill public records requests
• Assists candidates for interviews and facilitates exams, when applicable
• Performs other related duties to help support the Santa Clarita Public Library
Education and Experience
• High School Diploma or GED equivalent
• One year of administrative support experience in a professional office environment
• Possession of, or ability to obtain, a valid Class C California driver license may be required
• Bilingual in English and Spanish is desirable
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
Knowledge and Abilities
• Strong written communication skills and knowledge of basic math, business English, spelling, grammar, and punctuation rules as well as the ability to correctly proofread and edit correspondence for accuracy and relevance
• Strong verbal communication skills and the ability to professionally communicate with varying levels of leadership and employees at all levels of the organization and the public; kind, approachable, and proactively helpful communication style
• Strong work ethic; reliable and dependable with the ability to appropriately handle sensitive information using professional judgment and confidentiality
• Strong organizational skills and the ability to manage time effectively, coordinate multiple projects simultaneously and accurately, work in an environment with constant interruptions, be flexible to changing priorities, consistently meet time-sensitive deadlines all with a can-do attitude
• Strong problem-solving skills and the ability to proactively identify scheduling conflicts, overlapping events/meetings, or other issues as they arise; work to find creative solutions to ensure seamless operations
• Strong customer service skills and the ability to provide excellent service to staff and the public, ensure all stakeholders are informed about meeting information promptly and accurately; ability to understand, interpret, and explain City policies, regulations, and procedures to others
• Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public; demonstrate professionalism even in challenging situations and foster respect and trust with others; able to work as part of a team and collaborate effectively
• Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint; quick-learner with ability to learn additional software tools, such as SmartSheet, Canva, and other databases
• Strong file management skills and the ability to set up and maintain effective tracking and filing systems
• Strong attention to detail and the ability to produce work that is both accurate and complete; produce consistently thorough work consistent with City standards
• Self-motivated and the ability to work both independently and as part of a cohesive work team
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds
Additional Information
An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.
The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
01
Do you have a high school diploma or GED equivalent? (proof will be required prior to job offer.)
02
Do you have at least one year of administrative support experience in a professional office setting? If so, please describe what position(s) you supported directly and your experience.
03
Describe a time when you had multiple administrative tasks to complete simultaneously and some with conflicting deadlines. Share what strategies you used to stay organized and complete them all effectively.
04
Please share with us your experience processing invoices, purchases, and tracking budgets.
05
Describe a time when you anticipated a need or potential issue for the person you were supporting and you took proactive steps to address it.
06
What interests you most about this opportunity?
Required Question
Location : Santa Clarita, CA
Job Type: Regular Full-time
Job Number: 2024-3
Department: Human Resources and Library Services
Division: Library Services
Opening Date: 03/28/2024
Closing Date: 4/4/2024 12:00 PM Pacific
Description/Duties & Responsibilities
The Office Assistant position provides a wide range of clerical and administrative support to the City Librarian and Public Library division in a fast-paced, customer-service oriented environment with high-volume workload and time-sensitive deadlines.
Duties and Responsibilities:
• Maintains staff and division calendars including heavy meeting and travel coordination; handles meeting logistics and setup
• Prepares and routes contracts and purchase orders; codes and processes incoming invoices and statements for payment; tracks budget expenditures; maintains accurate tracking reports
• Coordinates the submissions of monthly updates from staff and drafts the division memorandum
• Assists with facility reservations and service requests
• Types, proofreads, edits, and distributes a variety of documents, forms, reports, letters, and general correspondence with discretion, attention to detail and accuracy
• Generates and oversees a variety of reports, spreadsheets, and databases using multiple computer applications and software
• Performs all records management functions for the division, including creating and maintaining files, tracking records, preparing files for annual destruction, and partnering with the City Clerk's Office to fulfill public records requests
• Assists candidates for interviews and facilitates exams, when applicable
• Performs other related duties to help support the Santa Clarita Public Library
Education and Experience
• High School Diploma or GED equivalent
• One year of administrative support experience in a professional office environment
• Possession of, or ability to obtain, a valid Class C California driver license may be required
• Bilingual in English and Spanish is desirable
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
Knowledge and Abilities
• Strong written communication skills and knowledge of basic math, business English, spelling, grammar, and punctuation rules as well as the ability to correctly proofread and edit correspondence for accuracy and relevance
• Strong verbal communication skills and the ability to professionally communicate with varying levels of leadership and employees at all levels of the organization and the public; kind, approachable, and proactively helpful communication style
• Strong work ethic; reliable and dependable with the ability to appropriately handle sensitive information using professional judgment and confidentiality
• Strong organizational skills and the ability to manage time effectively, coordinate multiple projects simultaneously and accurately, work in an environment with constant interruptions, be flexible to changing priorities, consistently meet time-sensitive deadlines all with a can-do attitude
• Strong problem-solving skills and the ability to proactively identify scheduling conflicts, overlapping events/meetings, or other issues as they arise; work to find creative solutions to ensure seamless operations
• Strong customer service skills and the ability to provide excellent service to staff and the public, ensure all stakeholders are informed about meeting information promptly and accurately; ability to understand, interpret, and explain City policies, regulations, and procedures to others
• Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public; demonstrate professionalism even in challenging situations and foster respect and trust with others; able to work as part of a team and collaborate effectively
• Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint; quick-learner with ability to learn additional software tools, such as SmartSheet, Canva, and other databases
• Strong file management skills and the ability to set up and maintain effective tracking and filing systems
• Strong attention to detail and the ability to produce work that is both accurate and complete; produce consistently thorough work consistent with City standards
• Self-motivated and the ability to work both independently and as part of a cohesive work team
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds
Additional Information
An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.
The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
01
Do you have a high school diploma or GED equivalent? (proof will be required prior to job offer.)
02
Do you have at least one year of administrative support experience in a professional office setting? If so, please describe what position(s) you supported directly and your experience.
03
Describe a time when you had multiple administrative tasks to complete simultaneously and some with conflicting deadlines. Share what strategies you used to stay organized and complete them all effectively.
04
Please share with us your experience processing invoices, purchases, and tracking budgets.
05
Describe a time when you anticipated a need or potential issue for the person you were supporting and you took proactive steps to address it.
06
What interests you most about this opportunity?
Required Question
