OFFICE ASSISTANT II
City of Huntington Beach, CA - Huntington Beach, CA

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The current vacancy is in the Planning and Building Department; however, the eligible list resulting from this selection process may be used to fill future vacancies in other departments.

Performs a variety of general clerical duties in support of assigned function or program; provides information to citizens and the general public; receives and directs telephone calls and visitors; receives, routes, and distributes incoming and outgoing mail; and maintains a variety of files and records.

DISTINGUISHING CHARACTERISTICS : Positions in the clerical class series (Office Specialist and Office Assistant I/II) are distinguished from the secretarial class series (Administrative Assistant and Administrative Secretary) in that the primary focus of the Administrative Assistant and Administrative Secretary positions is to provide administrative support services to people rather than to program operations. The primary focus of clerical class series (Office Specialist and Office Assistant I/II) is to provide typing, clerical, and operational support services for specific programs or functions rather than secretarial support services to managers. Positions at the Office Assistant I/II class level are distinguished from the Office Specialist class level by the level of responsibility assumed and the complexity of duties assigned with employees at the Office Specialist level performing the most difficult and responsible types of duties assigned to the class series. Positions assigned to the clerical class series perform regular assignments requiring typing using traditional typewriters and word processing equipment as an essential part of the assignment. Some positions may take and transcribe oral dictation as a regular and essential part of the assignment. Public and interpersonal contacts with staff are typical of this series.

This is the full journey level class within the Office Assistant series. Employees within this class are distinguished from the Office Assistant I by the performance of the full range of duties as assigned including typing from complicated rough draft to final form without detailed review and typing technical material utilizing medical, scientific, engineering, legal, or mathematical terms. In addition, positions allocated to the Office Assistant II level may transcribe dictation with limited responsibility for use of technical terms. Assignments are performed with the expectation that incumbents have the ability to choose among alternatives in solving job problems. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and polices of the work unit. Work is normally reviewed only on completion and for overall results.

Positions in this class series are flexibly staffed and positions at the Office Assistant II level are normally filled by advancement from the Office Assistant I level. This class is distinguished from the Office Specialist in that the latter performs variety of specialized clerical support duties of above average difficulty in support of assigned function or program.

Examples of Essential Duties:
Type, proofread, and word process a variety of correspondence, letters, forms, and documents from rough draft, verbal instruction or dictation;
Answers multi-line telephone and route calls to appropriate personnel; provides information on program, departmental, and City policies and procedures as required;
Provides front counter assistance; screens office visitors and provides information within area of assignment; responds to requests for information and distributes appropriate forms and manuals; accepts applications and payments;
Receives, sorts, and distributes incoming and outgoing mail and correspondence; maintains accurate and up-to-date logs, files, and records for assigned areas; sorts, cross-indexes, codes, and files various materials using established procedures; monitors various logs, accounts, and files for current and accurate information; copies, collates, and binds documents;
Transcribes minutes from meetings as assigned; enters data into a computer from various sources including accounting, statistical, and related documents; inputs corrections and updates; verifies data for accuracy and completeness; compiles data and assists in the preparation of various reports;
Performs routine clerical accounting duties supporting the processing of payroll, accounts receivable, and accounts payable functions;
Operates a variety of office equipment including a typewriter, calculator, switchboard, copier, facsimile machine, adding machine, or cash register; uses computer keyboard to enter and retrieve program information from microprocessor computers and terminals; maintains inventory of forms, office supplies, and other general supplies for assigned area;
May order supplies as needed; may issue a variety of permits and licenses; may process checks for service fees received through the mail or in person;
May perform some of the more routine specific functional duties relative to the area of assignment; performs related duties and responsibilities as required.
The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed.

Typical Qualifications:
Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes:

Knowledge of : Modern office procedures, methods, and computer equipment; methods and techniques of proper phone etiquette; basic principles and procedures of filing and record keeping; English usage, spelling, grammar, and punctuation; basic mathematical principles;operations, services, and activities of assigned function or program; basic principles of business letter writing and basic report preparation; basic clerical accounting principles and practices.

Ability to: Learn to correctly interpret and apply City policies and procedures; learn to prepare a variety of reports and records; perform general clerical work including maintaining files and compiling information for reports; type and/or enter data at a speed necessary for successful job performance; effectively respond to requests and inquiries from the general public; operate and use modern office equipment including a computer; learn to use various software packages; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work. Perform the full range of general clerical duties in support of area to which assigned; interpret and apply City policies and procedures with good judgment; prepare a variety of reports and records; use various software packages; work independently in the absence of supervision.

Education: Equivalent to the completion of the twelfth grade.

Experience: One year of clerical support experience that includes typing assignments.

CONFIDENTIAL DESIGNATION -- Certain positions may be designated as confidential.

APPLICATION AND SELECTION PROCEDURE:
An official City of Huntington Beach online job application must be filled out in its entirety.
Applications will be closely reviewed for relevant experience, education and training.
TYPING CERTIFICATION: Candidates must attach a copy of a typing certificate issued within the last 12 months from either the Huntington Beach Adult School, an employment agency or a public agency for a net speed of 45 wpm. Typing certificate must include your name, an official logo, phone number and contact person for verification purposes. Certifications issued through an Internet service are NOT accepted .
Depending on the applicant pool, all applicants meeting the minimum qualifications will NOT necessarily be selected to participate in the hiring process.
Applicants who BEST meet the City's needs will be invited to a qualifications appraisal process, which will include a job related written exam (Pass/Fail) .
The top candidates, based on the applicant pool size, who obtain a passing score on the written exam will be invited to an oral board exam (weighted 100%). Successful candidates will be placed on an employment eligible list from which hires may be made. The employment eligible list is valid for up to one year, unless exhausted sooner.
Upon conditional offer of employment a pre-placement medical evaluation, drug screen (select positions), TB screening, Livescan fingerprinting and/or other related background investigations must be completed with acceptable results.
Upon hire, employee is subject to further reporting from DOJ via subsequent arrest notification. Please Note: Our primary means of communication with applicants is sent via email; therefore, please include a valid email address on your application.

Physical Tasks & Environmental Conditions:
Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.

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