Principal Office Assistant
City of Clovis, CA - Clovis, CA

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DEFINITION
Under general supervision, to perform a wide variety of difficult and specialized clerical work; to relieve a manager of administrative detail; to coordinate the activities of an office clerical staff; and to perform related work as required.

CLASS CHARACTERISTICS
Positions in this class are distinguished from those in the next lower class of Office Assistant by being assigned duties which require considerable previous experience and a highly specialized knowledge of a particular functional area of the City and the clerical methods and procedures of the assigned office. Positions in this class carry continuing responsibility for varied and complex clerical operations, where work procedures or methods must be independently selected or devised and provide administrative assistance to a Division Head. Work requires considerable judgment in assembling and evaluating information in the coordination of work. Incumbents typically give guidance to other office support staff. Instructions given by supervisors generally do not provide all of the information needed to complete the assignment. Incumbents are expected to resolve most problems confronted through the applications of judgment and precedent, referring to the supervisor only those which involve the establishment of new procedures and policies.

Examples of Duties:
Prepares and processes complex materials which may require some analysis of source material and a thorough understanding and familiarity with policies, procedures, terminology and various applicable laws in order to obtain the necessary data; provides clerical and administrative support to a division head; compiles a variety of narrative and/or statistical reports, locating sources of information, devising forms to secure data and determining proper format for finished reports; reviews for accuracy and conformity to established procedures the work of others who are performing related operations in the work process; designs forms, works out improvements in procedures and participates in the reorganization of work procedures and assignments from procedural or ordinance changes; coordinates the flow of information to other divisions; coordinates the efforts of and participates fully in the work of office support staff; performs the more difficult clerical work; prepares manuals of office procedures and instructs staff members in their use; prepares correspondence, statistical data and reports as required; answers questions that involve searching for and abstracting data and detailed explanations; makes appointments, screens callers, screens correspondence, initiates replies to routine correspondence, assembles information from a variety of sources, requisitions supplies, material and equipment, prepares schedules, and relieves supervisor of routine office details; reports to supervisor problems encountered in the coordination of work; calls for purchase order numbers; logs and files a variety of records; prepares payroll documents; prepares personnel forms; receives and responds to emergency calls; operates a radio; types agendas and legal descriptions; records official documents; prepares bids and bid summaries; maintains budget expenditure files; operates City vehicles; and performs related work as required.

Typical Qualifications:
LICENSE REQUIRED
Possession of a valid Class C California Driver's License and a good driving record.

EDUCATION AND EXPERIENCE
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be three (3) years of increasingly responsible clerical experience and education equivalent to completion of the twelfth grade.

Supplemental Information:
PHYSICAL DEMANDS AND WORKING CONDITIONS
Strength: Light work in an office setting - lifting, carrying and/or pushing 25 pounds maximum with frequent lifting and/or carrying objects weighing up to 25 pounds.

SELECTION PROCESS
Interested applicants must submit a completed City of Clovis employment application, supplemental questionnaire and valid typing speed documentation completed within the last six (6) months for a minimum of fifty-five (55) net words per minute at the time of application submission no later than 4:30 p.m. on February 8, 2013 , to the City of Clovis Personnel Office. Postmarks will not be accepted. Applications may be submitted on-line at www.cityofclovis.com or delivered to the City of Clovis Personnel Office at 1033 Fifth Street, Clovis, CA 93612. For additional questions you may contact Personnel at (559) 324-2725. Brief resumes are welcome as a supplement to the City's standard application form; however, the application form and supplemental questionnaire must be filled out completely to be considered . You may attach your resume at the time of application submission to the attachment section of the application form or submit by fax or hand delivery. Applicants may not attach any additional documents that are not required to their application or submit any other documents by mail, fax, or hand delivery . Veterans Preference Points may be provided if a DD Form 214, demonstrating qualifying service, is attached to the employment application at the time of application submission. Reasonable accommodation, when needed, for otherwise qualified candidates with disabilities, must be requested in writing at the time of application submission .

Applicants must meet each qualification for the position by the deadline date. All applications will be reviewed based on the necessary employment standards for the position. Those candidates who best meet the needs of the operations may be invited to participate in a written examination that will be weighted 100%. Applicants receiving a passing score may be placed on an eligibility list for a period of up to one (1) year. As determined by the City and at the City's expense, successful candidates shall be required to pass a medical examination, a drug/alcohol screen and a background investigation. Proof of citizenship or eligibility to work in the U.S., and possession of a valid California driver's license and good driving record will be required prior to hire. Applicants should expect to receive notification regarding the status of their application in March . We will not be able to accommodate any requests prior to this date.

Valid Typing Speed Documentation Requirements:
Valid typing speed documentation may be obtained from any valid source (i.e.: employment agencies, schools, on-line, etc.). The document must include your full name (as listed on the application form), the date completed within the last six (6) months and the net typing speed for a minimum of fifty-five (55) net words per minute. Valid typing speed documentation must be submitted at the time of application submission.

Valid typing speed documentation must be attached before you submit your on-line employment application to the City of Clovis. The NEOGOV application site will allow you to attach documents to an application that you have already submitted however, the system will not allow the City of Clovis to view or print attachments after the on-line employment application has been submitted. If you do not attach the required documentation prior to submitting your on-line employment application you must submit documentation by fax or hand delivery only on the date you submit your employment application.

The examination may consist of questions relative to knowledge of computer terminal operating methods and office software; modern office methods and procedures, including the preparation of business correspondence and reports, filing and standard office equipment operation; correct English usage, spelling, grammar and punctuation; basic mathematics; advanced record-keeping methods and applicable state laws, City ordinances, procedures, and other regulations governing the department or area of assigned responsibility. The examination may also contain questions regarding the ability to receive and give information over the telephone or in public in a courteous manner; write legibly; read, interpret, and apply rules, policies and procedures; perform difficult and complex clerical work, involving independent judgment and requiring accuracy and speed; independently make clear and comprehensive reports and keep difficult records; understand, interpret and explain a wide variety of laws, ordinances, rules and regulations to others; analyze situations and develop effective courses of action; devise and adapt work procedures and record-keeping systems to meet changing organizational or specialized needs; operate a vehicle observing legal and defensive driving practices; communicate clearly, both orally and in writing; type accurately at the rate of 55 words per minute from clear, legible copy; understand and carry out oral and written instructions and establish and maintain effective relationships with those contacted in the course of work.

City of Clovis, CA - 23 months ago - save job