Office Assistant II

 This posting may close at any time without notice once a sufficient number of qualified applications have been received.

IDEAL CANDIDATE

Join the City of Bell team! We’re seeking a friendly and dependable Office Assistant II to serve at the City Hall front counter within the Finance Department. The ideal candidate is bilingual in English and Spanish, organized, and professional, with at least two years of clerical or customer service experience. They should be detail-oriented, efficient in a fast-paced environment, and skilled in Microsoft Office. If you enjoy helping others and representing your community with professionalism, we encourage you to apply!

DEFINITION

Learns to perform, and performs, a variety of routine clerical and administrative tasks in support of assigned department or division; areas of responsibility include word processing, reception, customer service, record keeping, registrations, typing, photocopying, scanning, and filing; and performs related work as required

Office Assistant II

The Office Assistant II is the journey/lead level classification in the office support series in which incumbents are expected to perform the full scope of assigned duties with minimum supervision.   Assignments are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision when required.  This classification is distinguished from the next higher classification of Administrative Specialist in that the later is responsible for the more advanced office and administrative and secretarial support to a department head and related management, professional, and supervisory staff; as well as the performance of technical support work related to the department to which assigned.   

SUPERVISION RECEIVED AND EXERCISED

Office Assistant II

Receives general supervision from higher level supervisory or management staff of assigned department. Incumbents may exercise functional supervision over lower level part-time staff, as assigned.  

ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

• Learns to perform and performs the full range of  clerical and administrative tasks in support of assigned department or division.
• Serves as a receptionist by receiving, screening and routing telephone calls; takes and delivers messages; greets and directs visitors to appropriate person.
• Receives and responds to questions and comments from the public in a courteous and timely manner; provides information on department or division services; assists in resolving customer concerns and/or complaints; coordinates with internal staff, departments, and/or external agencies who provide City services to resolve issues.    
• Receives and processes registrations for various programs.  
• Receives, opens, sorts and distributes incoming mail; delivers to correct recipient; processes outgoing mail.
• Receives daily cash receipts, processes them in accordance with department accounting requirements; and submits deposits to the Finance Department.
• Processes invoices and warrants in accordance with department accounting requirements; and submits approved invoices to the Finance Department for payment.  
• Utilizes a variety of office equipment in the performance of duties including computers and photocopiers; utilizes a variety of software programs including word processing, spreadsheets, and databases which may be unique to the department. 
• Types a variety of documents, reports and forms from rough draft, tape recording, or verbal instruction; proofreads for accuracy, completeness and proper format.
• Enters and retrieves data from computer; generates records and reports.
• Files and/or scans documents, reports and forms within a prescribed system.
• Performs routine clerical duties such as photocopying and scanning.  
• Compiles materials and documents for reports.
• Schedules facilities for meetings and ensures necessary materials are available at meetings.

• May process and handle confidential and sensitive information.
• Serve in a lead capacity providing training and direction to others.  
• Performs related duties as assigned.  

QUALIFICATIONS GUIDELINES

To qualify for this position, an individual must possess a combination of experience, education, and/or training that would likely produce the knowledge and abilities required to perform the work. A desirable combination of qualifications is described as follows:

Office Assistant II

Education:

Equivalent to a High School Diploma or GED.

Experience:

Two (2) years of varied and responsible office clerical and administrative experience including reception, customer service, and record keeping.  Ability to speak Spanish is highly desirable.  

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Modern office practices and methods.
• Operational characteristics of a variety of office equipment including phones, computers, and related devices.
• Business letter writing and the standard format for reports and correspondence. 
• Principles and practices of data collection.
• Computer applications related to the work, including word processing, database, and spreadsheet applications.
• Principles and practices of filing and records retention.
• Methods and techniques of providing quality customer service to City staff and members of the public.
• English usage, grammar, spelling, vocabulary, and punctuation. 

Ability to:

• Perform a wide variety of office clerical and administrative duties including word processing, reception, typing, photocopying, scanning, and filing.
• Greet visitors and callers; respond to inquiries, and direct as necessary.
• Provide excellent customer service including handling registrations and resolution of routine issues or complaints.  
• Learn the operations and services of the department or division to which the position is assigned.
• Compile information and data.
• Type and process a variety of documents from rough draft, tape recording, or verbal instruction.
• Enter and retrieve data from a computer with sufficient speed and accuracy. 
• Operate modern office equipment including computers and software programs.
• Communicate clearly and effectively, both verbally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Lead and train lower level staff in the performance of duties associated with front counter customer service work. 

LICENSE, CERTIFICATE, AND REGISTRATION REQUIREMENTS:

Ability to obtain and retain a California Class C driver’s license by the time of appointment.  Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.

PHYSICAL AND MENTAL REQUIREMENTS

Mobility– frequent standing or sitting for extended periods; frequent walking; occasional driving may be required depending upon assignment; occasional pushing/pulling; occasional bending, kneeling, squatting and crawling.  Lifting– occasional lifting up to 25 pounds.  Vision– constant use of good overall vision for reading/close up work; frequent use of color perception and eye/hand coordination; occasional use of depth perception and peripheral vision.  Dexterity– frequent repetitive motion from writing and using a computer keyboard; frequent grasping, holding and reaching.  Hearing/Talking- frequent hearing/talking to others on the telephone and in person; occasional hearing of faint sounds.  Emotional/Psychological–frequent public contact; occasional working alone.

WORKING CONDITIONS

Work is typically performed in an indoor office environment, but occasionally requires travel to other locations.  May encounter angry or upset citizens.  Subject to frequent interruptions and extensive contact with the public.  Extension of the workday may be required due to meetings and workload.