PT Office Assistant II

Job Summary

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The City is seeking a detail\-oriented and customer\-focused part\-time Office Assistant II to support the Parking Division. This position plays a vital role in ensuring smooth daily operations by providing a wide range of administrative and customer service support.

This part\-time position will be working Monday through Friday, 11:00 a.m. to 3:00 p.m. The schedule is consistent and ideal for candidates seeking a regular daytime opportunity. At this time there is no plan to adjust the scheduled days and hours.

This position will provide comprehensive administrative and customer service support for parking operations. Responsibilities include assisting with the parking citation dismissal process, receiving payments, processing invoices, performing data entry and record\-keeping, preparing reports, and responding to phone and counter inquiries. This position serves as a key point of contact for the public, providing clear information and professional assistance regarding parking services.

Under direct or general supervision, provides a variety of office support activities to an assigned City department. Performs word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices, record\-keeping, report preparation, and filing. Communicates and provides information and assistance to the general public.

Examples of Essential Job Functions

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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.

• Performs a wide variety of routine office administrative duties to support departmental operations, including filing, preparing records and basic reports, accounts receivable, cashiering duties, and parking meter collections.
• Processes passport, business tax certificate, and water utility account applications, permits, and/or licenses; creates project files, updates department/City websites, and orders and maintains office and other related supplies.
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Prepares, copies, collates, and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• Screens calls, visitors, and incoming mail; assists public at front counter and directs public to appropriate locations and/or staff; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; enters/tracks public calls into appropriate computer databases; directs callers to appropriate City staff as necessary.
• Composes, types, formats, and proofreads a variety of routine reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; suggests corrections.
• Performs a variety of clerical accounting duties involved in financial record\-keeping and reporting for assigned area, such as cashiering, accounts receivable, utility billing, parking meter revenue, and business licenses; maintains and verifies a variety of accounting records, logs, and files.
• Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• Compiles information and data for administrative, statistical, and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Maintains and updates departmental record and financial systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from computer application systems as required.
• Maintains calendars and makes meeting arrangements; schedules meetings between City staff and other groups or organizations; arranges for necessary set\-up and materials to be available at meetings.
• Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested; supports online platforms and internal share sites; prepares and schedules posts as required.
• Monitors and orders office and other related supplies; receives vendor invoices; prepares request for payment for department head approval; coordinates office equipment maintenance.
• As assigned, arranges and coordinates meetings for boards, commissions, committees, and outside agencies; may prepare agendas, attend meetings, and take and transcribe minutes.
• May assist with special departmental projects and programs as assigned.
• Performs other duties as assigned.

Qualifications

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Knowledge of:

• Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
• Basic principles and practices of data collection and report preparation.
• Basic accounting methods, procedures, and terminology.
• Principles of business letter writing.
• Basic principles of record\-keeping and cash handling.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Perform responsible clerical support work with accuracy, speed, and minimal supervision.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Learn, interpret, and apply administrative, City, and departmental policies and procedures.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Make accurate arithmetic computations.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Organize, maintain, and update office database and records systems.
• File materials alphabetically, chronologically, and numerically.
• Organize own work, set priorities, and meet critical time deadlines.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Operate modern office equipment, including computer equipment and word\-processing, database, financial, and spreadsheet 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 and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Supplemental Information

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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:

High School Diploma or GED. Two (2\) years of clerical experience involving a high level of public contact, or two (2\) years of experience equivalent to Office Assistant I at the City of Pismo Beach.