City and Job Overview
The City of Garden Grove is currently accepting applications for the positions of:
PRINCIPAL OFFICE ASSISTANT, SENIOR OFFICE ASSISTANT, OFFICE ASSISTANT, and CLERICAL ASSISTANT
There are currently three (3) part-time vacancies and one (1) full-time vacancy. Additional details on each vacancy are provided below:
PRINCIPAL OFFICE ASSISTANT - ANIMAL CARE SERVICES
Incumbents in this position receive requests for service and dispatch calls to Animal Control Officers in the field using law enforcement dispatching software and radio systems; maintain organized filing systems, records, and logs; perform administrative and clerical duties; and prepare various correspondence and reports. The ideal candidate for this assignment will: effectively multitask; provide excellent customer service; discretely handle sensitive topics and information; be proficient in computer applications such as Microsoft Word and Excel; and be willing to work in close proximity to or handle animals. This position is full-time.
OFFICE ASSISTANT - PARKING CONTROLIncumbents in this position provide excellent customer service to citizens at the front desk and over the phone; provide guidance regarding payment and contestment procedures; conduct routine field inspection of enforcement signs; handle cash transactions; maintain daily records and logs, and file payment plans, citations, and other documentation. The ideal candidate for this assignment will possess: experience preparing reports and entering data; excellent communication skills including the ability to de-escalate and communicate with irate citizens. This position is part-time, limited to 1,000 hours per fiscal year. Work hours will vary Monday - Friday 7:30 a.m. to 5:30 p.m.
CLERICAL ASSISTANT - PUBLIC WORKS FRONT OFFICE
Incumbents in this position will assist residents and City staff in person at the front counter as well as over the phone and through various applications; assist with processing work orders, basic cash transactions, data entry, record keeping, and filing. The ideal candidate will be able to provide excellent customer service and communicate clearly and efficiently with citizens and staff. This position is part-time, limited to 1,000 hours per fiscal year. Work hours will vary Monday - Friday 7:30 a.m. to 5:30 p.m.
CLERICAL ASSISTANT - COMMUNITY SERVICES
Incumbents in this position provide excellent customer service to citizens at the Recreation Counter and over the phone; process class registrations and reservations for various City facilities; handle money and issue receipts; and provide clerical support to department staff as needed. This position is part-time, limited to 1,000 hours per fiscal year. An average of 25 - 30 hours per week are worked from May – August, with the remainder of hours distributed during the rest of the months.
This recruitment will establish an eligibility list that will be used to fill current and future vacancies throughout the City.
Essential Duties
PRINCIPAL OFFICE ASSISTANT: $4,665 - $6,892 monthly / $26.9126 - $39.7605 hourly (effective 07/06/2024)
Example of Duties:
- Receive inquiries from the public both in person and over the phone;
- Maintain complex systems of interrelated files and records;
- Prepare or supervise the preparation of complex reports and summaries;
- Prepare documents including letters, reports, bulletins, memoranda, and minutes of meetings using Microsoft Word and Excel;
- Answer employee and public queries regarding interpretation of policies and procedures;
- Regulate or supervise the maintenance of important records;
- Compose correspondence or memoranda;
- Check reports and records for accuracy, completeness and compliance with established standards;
- Maintain confidential information in files and records;
- Screen and route correspondence to appropriate individuals;
- Operate a variety of office machinery including a personal computer;
- Gather and verify information on a variety of subjects and compile financial, statistical, activity and legal reports;
- Create data reporting forms and maintain data;
- May direct the work of other clerical staff;
- Perform other related duties as assigned.
Minimum Requirements:
- Education: Graduation from an accredited high school or completion of the G.E.D.
- Experience: Three (3) years of general clerical experience including the operation of standard office equipment including PCs using MS Word and Excel
SENIOR OFFICE ASSISTANT: $4,221 - $6,238 monthly / $24.3531 - $35.9780 hourly (effective 07/06/2024)
Example of Duties:
- Interact with the public to answer questions, take complaints and disseminate information, both in person and by phone;
- Perform general clerical and related duties, including deciphering rough drafts and using a personal computer to prepare reports, correspondence, bills, vouchers, requisitions, receipts, notices or statistical data;
- Input and retrieve data from the computer;
- Type reports, correspondence, vouchers, receipts, schedules, minutes, requisitions and notices;
- Proofread and check reports, records and other data for accuracy, completeness and compliance with established office procedures;
- Prepare supply order requisitions;
- Answer mail and compose correspondence related to procedural matters or to impart basic information;
- Operate a variety of standard office machines and equipment;
- Perform other related duties as assigned.
Minimum Requirements:
- Education: Graduation from an accredited high school or completion of the G.E.D.
- Experience: Two (2) years of responsible clerical experience, including the operation of standard office equipment, and personal computers using database management software and MS Word.
OFFICE ASSISTANT: $3,820 - $5,644 monthly / $22.0394 - $32.5612 hourly (effective 07/06/2024)
Example of Duties:
- Answer routine requests for information from the public and City staff;
- Maintain informational and operational records;
- Operate a variety of standard office machines;
- Handle routing of incoming and outgoing mail;
- Classify material by subject matter and prepare new files;
- Type and/or verify reports, correspondence, vouchers, receipts, schedules, minutes, requisitions, notices, and statistical data;
- Disseminate forms to the public and give instructions for completion;
- Compose routine memos, correspondence and reports as needed;
- Compile, extract, summarize, and check fiscal and statistical data;
- Prepare requisitions and receive supplies;
- Perform other duties as assigned.
Minimum Requirements:
- Education: Graduation from an accredited high school or completion of the G.E.D.
- Experience: One (1) year of general clerical experience including the operation of standard office equipment
CLERICAL ASSISTANT: $3,637 - $5,373 monthly / $20.9804 - $30.9977 hourly (effective 07/06/2024)
Example of Duties:
- Support members of their division by greeting and assisting the public;
- Operate standard office machines, including multi-line telephones, typewriters, adding machines, personal computers and copiers;
- Record, compare, check, verify and file information on records, forms and into the computer database;
- Search hard-copy and computer files for specific information;
- Prepare, copy, collate and assemble documents and other information;
- Type letters, reports, labels or other written documents from rough draft and clear copy;
- Proofread and check work for accuracy, proper grammar and compliance with procedures and/or policies;
- Open and distribute mail;
- Make simple arithmetical calculations and post financial and statistical data on records and forms, and enter data into a computer;
- Perform other related duties as assigned.
Minimum Requirements:
- Education: Graduation from an accredited high school or completion of the G.E.D.
- Experience: Six (6) months of clerical experience in an office or public service environment using personal computers and with multiple-line telephones. Work experience with numbers or data is desirable.
Requirements
KNOWLEDGE OF:
Modern office methods, procedures, practices, and equipment; business English including vocabulary, grammatical usage, spelling, and punctuation; business reports and correspondence formats; methods of alphabetic, numeric, and subject matter filing; basic business accounting functions; supervisory techniques and their application, if applicable; and effective customer services techniques and principles.
ABILITY TO:
Type at the minimum required speed; perform administrative and/or clerical work at the appropriate difficulty level that may involve independent judgment, speed, and accuracy; analyze situations and make decisions regarding procedural matters without immediate supervision, if applicable; communicate clearly and effectively over the phone, in writing, and in person; prepare and maintain accurate and complete records and reports; maintain records systems; operate a personal computer and related software; follow oral and written directions; and interact tactfully and courteously with public, staff, and elected officials.
OTHER REQUIREMENTS
Possession of a valid California Class C driver's license is highly desirable.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Incumbents in this classification walk; sit; stoop/bend/lean; turn/twist; use fingers and hands repetitively; reach above and below shoulder level; speak clearly; hear normal voice conversation; see long distances; see small details; use a telephone; use a 10-key machine; and work on a personal computer.
WORK ENVIRONMENT
The work environment described here is representative of those an employee encounters while performing the essential functions of this job. Incumbents in this classification work in an open-office environment; have direct contact with the public; and may perform overtime work beyond regularly scheduled hours.
Other Important Information
HOW TO APPLY
Online applications can be completed by visiting: www.ggcity.org/hr. City Hall is open Monday through Thursday, 7:30 a.m. to 5:30 p.m., and every other Friday, 7:30 a.m. to 5:00 p.m.
The deadline to apply Monday, July 29, 2024 by 5:00 p.m.
Online application packets must include:
- a completed online employment application
- a completed supplemental questionnaire
The job application and supplemental questionnaire must be completely filled out. Be sure to detail any education, training, or other relevant course work that would make you a particularly strong candidate.
Only those who appear to have the best qualifications will be invited to continue in the selection process. Meeting the minimum requirements does not guarantee an invitation to further testing.
THE SELECTION PROCESS
The selection process will consist of:
- Written test - administered online via eSkill 7/31 - 8/8
- Typing test - certificates must be submitted by August 16, 2024
- Oral panel interview - tentatively scheduled for August 29, 2023
Since testing is conducted virtually, candidates will require access to a computer and reliable internet. PLEASE NOTE: Applicants who advance in this recruitment may be required to take parallel versions of virtually administered exams in a proctored in-person setting in order to confirm their identities as the original test takers.
Candidates who may need accommodations during the selection process must contact the Human Resources Department at ggjobs@ggcity.org at least one week prior to any test dates.
CANDIDATES WILL ONLY RECEIVE COMMUNICATION THROUGH EMAIL. Candidates should check their email, including spam, for all notices regarding their status.
If there are any questions regarding this recruitment, please contact the Human Resources Department at ggjobs@ggcity.org.
TYPING CERTIFICATE
Candidates must provide a typing certificate demonstrating typing speed.
Typing certificates must meet the following criteria:
- Meet the minimum typing speed of 40 net words per minute.
- Test must be for a 5-minute timed test.
- Must have been administered by an appropriate source, such as a temporary agency, adult school, career center, or other agency that regularly provide typing certifications. Typing certificates must include the contact information of the agency that administered the testing test.
- Internet certificates WILL NOT be accepted.
- Certificates must be issued between August 2023 and August 2024.
Candidates invited to move forward in the selection process will be provided additional instructions on when and how to submit their typing certificate as the recruitment progresses.
NEPOTISM POLICY
The City has adopted a Nepotism Policy that may affect the status of a candidate's application. Please refer to the Garden Grove Municipal Code 2.44.440 Nepotism Policy for more information.
EQUAL OPPORTUNITY EMPLOYER
The City of Garden Grove is an Equal Opportunity Employer that does not discriminate on the basis of sex, race, color, marital status, religion, ancestry, national origin, medical condition, non-disqualifying disability, age, sexual orientation, gender identity/expression, genetic information, military/veteran status, or other protected class covered by appropriate law.
DISASTER SERVICE WORKER
Per Government Code 3100, in the event of a disaster, employees of the City of Garden Grove are considered disaster service workers and may be asked to respond accordingly.
