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SalaryJob Summary
DEFINITION:
At a public reception desk, responds in both English and Spanish to public inquiries regarding Rent Control services and procedures. Performs general office reception duties. Provides a wide variety of complex clerical support to professional staff, as time permits.
SUPERVISION:
Works under the administrative supervision of the Administrator or the designee who outlines work, monitors work in progress and reviews completed work. May receive work assignments from other professional/management employees in the Agency. No supervision is exercised.
Representative Duties
At a public reception desk, answers phone calls for the Rent Control Board, greets and directs walk-in customers, and assists the public and City staff with basic requests for Rent Control information and services. Makes referrals to appropriate professional staff for assistance.
Reviews. sorts and distributes department mail. Assists in the preparation and distribution of bulk mailings.
Performs data entry. Accesses data to edit and to perform queries and mathematical calculations. Prepares and formats forms and reports.
Prepares from drafts a variety of written materials, including letters, notices, memorandums, forms, reports, flyers and handouts. Proofreads and edits written materials for accuracy, clarity, spelling, punctuation and grammar.
Prepares written materials for storage in a variety of formats.
Files and maintains a variety of records, forms, documents and correspondence.
Orders, issues and maintains office supplies and equipment.
Schedules and arranges appointments, meetings, hearings and conferences. Prepares transcripts of hearings or meetings from tape recordings.
Uses independent judgment and initiative.
Maintains confidentiality.
Learns and uses required software applications.
Requirements
KNOWLEDGE, SKILLS AND ABILIITES:
Knowledge of:
Effective customer service techniques
Modern office procedures, practices and equipment
Business English, spelling, punctuation and grammar
Basic mathematics
Data entry practices and procedures
Recordkeeping principles and procedures
Ability to:
Respond to public inquiries and complaints in a tactful, effective manner
Communicate effectively orally and in writing in both English and Spanish
Establish and maintain cooperative and effective working relationships with City employees and the public.
Provide effective customer service
Operate a variety of office equipment
Follow oral and written instructions
Organize and prioritize work assignments
Work independently with frequent interruptions and changing or competing deadlines
Use computers and related work processing and spreadsheet application software
Set up and maintain office files for electronic and hard copy documents
Perform basic mathematical computations
Use independent judgment and initiative
Maintain confidentiality
Learn and use required software applications
Skill in:
Dealing effectively with the public using tact and discretion
Reading, writing and communicating in English and Spanish at an appropriate level
Typing at a corrected speed of 35 words per minute
Working with personal computers, including the Microsoft Windows operating system, Microsoft Word and Microsoft Excel
Education, Training and Experience:
Graduation from high school or equivalent. Three years of experience performing a variety of complex clerical support duties. Experience must have included frequent contact with the general public. An Associate's degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.
Supplemental Information
Testing may consist of the following:
Performance/Written Examination
Oral Interview
The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our employees are empowered to perform at their highest level and where their differences make a positive impact.
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.
NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
WORKING CONDITIONS:
Work is performed indoors in an office environment. Requires heavy public contact in-person and over the telephone. Work frequently involves meeting deadlines. May be required to work evening, weekend and holiday hours, depending upon assignment.
