Office Assistant II - Hourly/At-Will/Part-Time

The Office Assistant II provides a variety of responsible clerical support functions across various City offices.  Assignments may involve the planning and organizing of the clerical work of the office and require the application of comprehensive knowledge of a variety of policies and procedures.
 
The Office Assistant II is a fully experienced class in which incumbents are competent to independently perform a variety of office support duties; select and apply a number of procedures and regulations.  It is distinguished from the Office Assistant I by a wider variety of assignments requiring knowledge of assigned areas and the application of judgment.  Specific duties, including the amount of typing, word processing, or use of computers, will vary depending on organizational unit and assignment.

Schedules may vary amongst departments; some positions require a 6:00 am start time.Depending on assignment, essential duties include, but are not limited to the following:
 
Composes correspondence, memos, press releases or promotional material; answers correspondence which requires the selection of information or data necessary to formulate the reply; types a variety of documents in draft and final form, such as correspondence, reports, logs, charts and tables using typewriters or word processing equipment; assembles information from various sources and arranges in proper format; proofreads finished copy to correct grammar, punctuation and spelling.
 
Prepares, validates, processes, and/or checks a variety of documents and records, such as timesheets, invoices, confirming requisitions, permits and authorizations for completeness and accuracy; performs calculations; compiles and records fiscal and statistical data according to established procedures; may keep petty cash.  Compiles reports by extracting and/or tabulating information from a variety of sources.
 
Receives visitors and phone calls, takes messages or routes to appropriate person; answers  questions;   explains  complex  department  or City procedures,   processes or activities; receives fees and issues receipts; distributes and explains forms such as applications or requests; schedules appointments, events, facilities or activities; obtains factual information to create or update files. 
 
Provides support to various City committees or support groups by collecting and duplicating materials, preparing agendas, scheduling meetings, preparing and distributing minutes.
 
Prepares mailings; sorts and/or files materials, creates and maintains computer or hard copy files, accesses files or locates materials by conducting file searches; makes copies of documents, forms or other materials;  places notices for public hearings.
 
Maintains general office supplies and reviews requisition forms to ensure receipt of ordered supplies; receives or refers office equipment repair requests to appropriate staff or vendor; operates a variety of office equipment such as typewriters, computers and peripheral equipment, copiers and facsimile machines.

May open, sort and distribute mail.  May receive and dispatch calls, on two-way radio, to employees in the field.
 
Assists with special events sponsored by departments or the City.  Provides back-up to other office employees as required.Knowledge of:  office methods and procedures and office equipment operation including computer use and common word processing programs.          
 
Skill in:  operation of  word processor or typewriter at 45 wpm net; correct English usage, including spelling grammar and punctuation; policies and procedures related to department assigned; basic record keeping principles and procedures. 
 
Ability to:  perform  difficult office work;  organize, prioritize and coordinate work activities; read and interpret rules, policies and procedures; organize, establish, maintain and research office files; deal effectively and tactfully with personal contacts made in the course of work; compose correspondence from brief instructions; make arithmetic calculations using electronic calculator;  apply judgment effectively within established guidelines; establish and maintain cooperative working relationships.
 
Education and/or Experience
Any combination of education and/or experience that has provided the required knowledge, skills and abilities.  Example combinations include:
 
Graduation from high school or equivalent and a minimum of 18 months previous clerical experience in the City of Norwalk, or two years outside clerical experience.PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands
Work is performed mostly in office settings.  Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
 
While performing the duties of this job, the employee is frequently required to stand or sit; walk; talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
 
The employee must occasionally lift and/or move up to 25 pounds.   Specific vision abilities required by this job include close vision, and the ability to adjust focus.
 
Work Environment
 
The noise level in the work environment is usually moderately quiet.  


Apply online at http://www.norwalkca.gov/city-hall/departments/human-resources. Applications and supplemental questionnaires are also available through the Department of Human Resources, Norwalk City Hall, 12700 Norwalk Blvd., Norwalk, CA 90650.  The employment application and supplemental questionnaire must be completed.  Resumes will not be accepted in lieu of a completed City application.  Faxed materials or postmarks will not be accepted.  City Hall will be closed on alternate Fridays due to the 9/80 work schedule.  Applications will be screened in relation to the criteria outlined in the job announcement.  Candidates with qualifications that best relate to the position will be invited to participate in the selection process.  Possession of the minimum qualifications does not ensure continuation in the selection process.  The selection process will include an oral interview and other testing processes designed to predict successful job performance.  The class may be utilized in various City departments.
 
 The City provides preference to military veterans under consideration for initial employment.  To claim veteran's preference an applicant must submit their most recent DD214 form.  An eligible veteran is one who has served in the United States armed forces and who has received an honorable discharge.
 
 For a complete copy of the class specification, please click here. 
 
 Reasonable accommodations for applicants with disabilities may be requested by calling the Department of Human Resources at least three (3) business days prior to the scheduled examination/interview date.  The provisions of this bulletin do not constitute an expressed or implied contract.  Any provision contained in this bulletin may be modified or revoked without notice.
 
 The City of Norwalk, in compliance with all applicable Federal and State laws, does not discriminate on the basis of race, color, national origin, ancestry, marital status, age, religion, disability, sex, or sexual orientation in its employment actions, policies, procedures or practices.