Job Abstract

Provides a wide variety of complex clerical support for an assigned division and/or department. Responds to public inquiries regarding division and/or department programs, services, policies and procedures. The eligible list that is established from this recruitment will be used to fill all permanent Staff Assistant III vacancies that occur in the City during the life of the list. Representative Duties (Note: duties may vary depending upon assignment) Prepares and composes a variety of writ... more details

Job Summary

The eligible list that is established from this recruitment will be used to fill all permanent Staff Assistant III vacancies that occur in the City during the life of the list.

Representative Duties

(Note: duties may vary depending upon assignment)

Prepares and composes a variety of written materials, including letters, notices, memorandums, forms, contracts, reports, flyers, handouts, agendas and minutes.

Proofreads and edits written materials for accuracy, clarity, spelling, punctuation and grammar. Prepares written materials for publishing and storage in a variety of electronic formats.

Performs data entry. Accesses data to make edits and to perform queries and mathematical calculations. Prepares and formats forms and reports.

Reviews and processes requests for warrants and payment of invoices.

Responds to inquiries from the public and other City staff in-person, over the telephone and by email. Assists customers with requests for information and services. Makes referrals to appropriate sources.

Provides information to the public and other City staff regarding division and/or department programs, services, policies and procedures. Assists customers with business transactions, including the completion of required forms and receiving payments. Assists customers in resolving disputes and discrepancies.

Files and maintains a variety of records, forms, documents and correspondence. Develops and maintains division and/or department recordkeeping systems.

Orders, issues and maintains office supplies and equipment.

Reviews timecards for accuracy, making changes as required and processing in accordance with payroll procedures.

Reviews, sorts and distributes division and/or department mail. Assists in the preparation and distribution of bulk mailings.

Schedules and arranges appointments, meetings, hearings and conferences. Prepares agendas and takes minutes of meetings. Prepares transcripts of hearings or meetings from tape recordings.

Maintains routine bookkeeping and financial records.

Assists in gathering data for studies and surveys.

Knowledge, Abilities and Skills:

Knowledge of:

Modern office procedures, practices and equipment.
Business English, spelling, punctuation and grammar.
Basic mathematics.
Recordkeeping principles and procedures.
Basic principles of supervision.
Effective training techniques.
Effective customer service techniques.

Ability to:

Set up and maintain office files for electronic and hard copy documents.
Operate a variety of office equipment.
Follow oral and written instructions.
Respond to public inquiries in a tactful manner.
Train, lead and schedule the work of staff.
Provide effective customer service.
Establish and maintain cooperative and effective working relationships with City employees and the public.
Perform basic mathematical computations.
Use independent judgment and initiative.
Maintain confidentiality.
Learn and use required software applications.

Skill in:

Typing at a corrected speed of 45 words per minute.
Working with personal computers including (e.g. Microsoft Office®) and other applicable software.
Reading, writing and communicating in English at an appropriate level.

Requirements

Education, Training, and Experience:

Graduation from high school or equivalent. Three years of recent, paid work experience performing a variety of complex clerical support duties. Recent work 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

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.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

HOW TO APPLY: All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.

NOTE: You must submit a copy of your college level transcripts or diploma with your application if you wish for your education to substitute for two years of the required work experience. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so will result in your application being disqualified. You must upload and attach a scanned copy of your transcripts or diploma to your on-line application.

SELECTION PROCESS: All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.

Testing may consist of the following:
Performance/Written Examination

Practical Test: Qualifying (Typing/Keyboarding @ 45 wpm, Microsoft Word and Excel)
Oral Interview

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.

BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

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.

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