Office Assistant II - Confidential

Effective July 1, 2027: $ 21.20 - $ 25.77

ADDITIONAL PAY (UPON ASSIGNMENT AND ELIGIBILITY):

• Longevity Pay- beginning at 10 years of service, 5%; 15 years of service, 7.5%.
• Incentives - Up to 5%
• Bilingual Pay - $100 per month.
• Cell Phone Stipend - $50 - $75 per month. 
• Medical-in-lieu - Employees who waive the City's medical coverage shall receive $200 per month for employee only, $350 per month for employee plus one, and $500 per month for family. 

BENEFITS:

• Home Buying Program - $25,000 interest-free loan to assist with the purchase of a home in Galt city limits.
• Tuition Reimbursement - Up to $4,000 per fiscal year.
• Holiday Pay -  14 holidays; thirteen (13) paid holidays and one (1) floating holiday. Thirteen (13) fixed holidays observed: New Year’s Day, MLK Jr. Day, Presidents Day, Cesar Chavez Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day.
• Vacation Leave - 80 hours per year; after 4 years- 120 hours. 
• Vacation Credit - Those with 4+ years of prior public agency experience may request to accrue at a rate of 120 hours.
• Vacation Cash Out – May be eligible to cash out up to eighty (80) hours vacation per year.
• Sick Leave - 96 hours per year.
• Heath Insurance - City pays a generous portion of the CalPERS medical premium (9 options), City pays 100% for dental and vision premiums.
• Life Insurance - City paid a $50,000 policy and a $1,500 policy for dependents.
• Long Term Disability - City-paid policy benefit is up to 60% of base salary.
• EAP - Confidential employee assistance plan.

UNREPRESENTED CLASSIFICATION
NON-EXEMPT

Under direct or general supervision, provides a variety of routine to complex office support activities to various City offices, which may include receptionist duties, typing, proofreading, record keeping, opening and distributing mail, scheduling meetings, preparing meeting agendas and summaries, entering and retrieving information from computer databases, carrying out research and compiling reports that may require the use of arithmetical calculations, ordering supplies, processing invoices; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
 Receives direct or general supervision from assigned supervisory or manager personnel.  Exercises no direct supervision over staff. 

CLASS CHARACTERISTICS
This is the journey-level class in the Office Assistant series.  Incumbents perform a variety of office support class, fully competent to independently perform a variety of responsible duties to assist in the provision of City services.  General guidelines are provided and supervision is normally available in unusual circumstances.  Specific duties, such as the amount of word processing, use of computers, and contact with the public, will vary with the department to which assigned.  Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative.  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 policies of the work unit. 

Positions in the Office Assistant class series are flexibly staffed and positions at the Office Assistant II level are normally filled by advancement from the Office Assistant I level requiring two (2) additional years of experience and after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class.  When filled from the outside, the employee is required to have at least two (2) years of prior related experience that allows the employee to meet the qualification standards for the Office Assistant II level.
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
 
Positions assigned to the I level of the series may perform tasks in a learning capacity.
 

• Prepares correspondence, reports, forms, receipts, warrants, vouchers, work orders, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.
• Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling. 
• Acts as receptionist; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person, and/or provides factual information regarding City and departmental activities and functions, which may require the application and explanation of rules, policies, and procedures.
• Enters, edits, updates, and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may perform production data entry. 
• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
• Establishes and maintains office files, following an established filing system; researches and compiles information from such files; purges files as required.
• May collect and account for fees and other monies collected.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, and arranging for equipment purchase and maintenance.
• Processes and distributes incoming and outgoing mail for the office or department.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-radio or other department-specific equipment.
• Performs other duties as assigned.

Knowledge of:
 

• Standard office practices and procedures, including filing and the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Business arithmetic and basic financial and statistical techniques.
• Recordkeeping principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation. 
• Modern office practices, methods, and computer equipment and applications related to the work.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

 
Ability to:
 

• Perform a wide variety of office support duties requiring the use of independent judgment.
• Interpret and implement policies, procedures, and computer applications related to the department or organizational unit to which assigned.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Understand and follow oral and written instructions. 
• Organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software application programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and regulatory guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

 


Education & Experience
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Equivalent to graduation from high school and two (2) years of office support, secretarial or general clerical experience equivalent to Office Assistant I.  Experience in dealing with the public and working in a public agency setting is desirable.

PHYSICAL DEMANDS 
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed material and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.   Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
 
ENVIRONMENTAL ELEMENTS 
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.