ContentDetails

City of Rancho Palos Verdes-Staff assistant

6/10/2021 10:22:53 AM 1103

Salary

$21.84 - $28.38 Hourly

Location

City of Rancho Palos Verdes, CA

Job Type
Part-time
Department
Public Works
Job Number
2021-017
Closing date and time
6/16/2021 at 4:00 PM Pacific Time (US & Canada); Tijuana

click to apply

Job Summary

Apply your love for public service to the Public Works Department. This opportunity will enhance your work experience in the public sector. As a Staff Assistant I you will oversee public right-away administrative tasks, support the Maintenance Division with maintaining and tracking requisitions as well as drafting purchase orders and obtaining quotes. Success in this role requires sound judgment, exceptional attention to detail and time management skills.

PLEASE READ THE JOB BULLETIN IN ITS ENTIRETY, AS IT INCLUDES IMPORTANT TESTING INFORMATION.

This is a part-time, temporary, at-will, non-benefited position scheduled to work approximately 20 hours per week, not to exceed 999 hours in a fiscal year. The incumbent will be responsible for answering phones and addressing customer inquiries at their desk and the front counter. This position is also responsible for maintaining vendor, work order, and Department files. As a Staff Assistant I you will oversee public right-away administrative tasks, support the Maintenance Division with maintaining and tracking requisitions as well as drafting purchase orders and obtaining quotes from vendors. PW Staff Assistant is also in charge of researching current contracts and helping put together newly drafted contracts. In addition to these duties, the Staff Assistant I is also responsible for entering and verifying work orders and their completion, creating inspection schedules, sending inspection requests to Vendors; completing Public Records Acts (PRA) for City Clerk's office; labeling folders; replacing and making copies of required handouts available at the public counter; locating plans for staff members; route plans to Public Works for review; locate address files for customers; and verify GIS boundaries; verify purchase orders; locate, file and identify track numbers for geological files; and miscellaneous office duties as needed.

IDEAL CANDIDATE
The ideal candidate will possess the following knowledge, skills, or abilities:

Strong customer Service skills
Effective Customer Case resolution Skills
Ability to work collaboratively with multiple people
Ability to multi-task and set priorities
Attention to detail and follow through
Flexibility and quick learner
Strong Time Management
General knowledge of Public Works Policies and procedures.
Experience and knowledge of City Works Software
Experience in creating Spread sheets using Excel Software
Experience in creating Slide Presentations using Power Point Software
Experience in using ARC GIS systems and knowledge of editing layers
Experience in using Civic plus Software platform for Web Site Messaging and Editing
Knowledge of other City utilized software's, Trak-IT , Asset Tiger, And Munis

Experience in Microsoft Word, Microsoft Excel, Outlook and Cityworks is highly desirable.

The City offers an alternative work schedule with every other Friday off.

TESTING PROCESS
Skills test: Pass/Fail
Oral interview: weighted 100%

Applications will be accepted until 4:00 p.m., Wednesday, June 16, 2021. Candidates that meet the minimum qualifications of the position and best meet the needs of the department will be invited to participate in the skills test, which is a take-home project. Only these candidates will be sent an email with the skills test information. The email will be sent no later than Friday, June 18, 2021. The skills test must be completed and submitted no later than Friday, June 25, 2021 at 4:00 p.m. Failure to follow these instructions will result in an incomplete application, and your application will not be considered for further processing.

Oral interviews are tentatively scheduled for June 30, 2021 and will be done using the zoom platform.

Essential Job Functions

EXAMPLES OF DUTIES

Perform general clerical duties related to an assigned functional area.
Represent the City to all callers and visitors in a professional and effective manner.
Utilizing office automation equipment, type, proofread and process a variety of documents including general correspondence, memoranda and other documents from written draft; edit and revise documents as necessary; print final documents and distribute.
Assist the public by supplying information about the procedures and business of the department; handle telephone inquiries and counter requests, direct calls and visitors to the proper information source; may process purchase orders; check invoices and packing slips; type purchase and check requisitions.
Receive, distribute and dispatch mail.
Inventory, maintain and order office supplies.
Attend and participate in department staff meetings as required.
Maintain a variety of department files and mailing lists.
May receive money and perform related tasks including, cashiering, daily cash balancing and preparation of cash reports.
May assist the public in filling out business and other license or permit applications or other forms.
May operate a multi-line telephone system/mini-switchboard console.
May assist the public in filling out forms.
May track, process and maintain fees, deposits, petty cash, and a variety of records, files, and information to the computer.
May generate computer reports in regards to department activity records or other informational documents.
Perform other related duties as required.

Qualification Guidelines

EXPERIENCE AND EDUCATION
Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

One year of experience performing standard clerical duties including public contact.
Graduation from high school or equivalent.

Knowledge of:

Modern office methods, procedures and equipment.
Filing and record keeping systems.
Word processing equipment.
Correct English usage, spelling, grammar and punctuation.
Principles of public relations.

Ability to:

Deal tactfully and effectively with the public and other employees.
Type accurately at 45 words per minute.
Perform clerical work including maintenance of appropriate records.
Learn the operation of the City's word processing equipment.
Understand and follow oral and written instructions.
Perform routine mathematical calculations accurately.
Operate a busy, multi-line telephone system.
Understand and apply selected ordinances and regulations governing licenses and permit and other City policies.

Special Notes

Applicants with disabilities who require special testing arrangements must contact Human Resources. If you have a disability for which you require an accommodation, please contact us at (310) 544-5332 no later than five (5) business days before the test date.

Agency: City of Rancho Palos Verdes
Phone: 310-544-5327
Website: http://www.rpvca.gov

Address: 30940 Hawthorne Blvd.

Rancho Palos Verdes, California, 90275

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