Office Assistant I - Civic Center Operations

*Duties:

• The Office Assistant I provides a broad range of administrative, clerical, and technical support to ensure the efficient operation of the Convention Center. This position interacts extensively with the public, vendors, and internal staff, requiring strong communication skills, excellent customer service, and the ability to work independently while managing multiple priorities. Customer Service \& Front Office Support: Greet customers, visitors, and vendors; answer and route incoming telephone calls. Respond to inquiries from the public and staff requiring judgment, interpretation, and familiarity with Convention Center policies, procedures, facility rentals, programs, and events. Provide accurate information and assistance related to facility rentals, availability, pricing, and special events. Utilize creative problem\-solving and customer service skills to address client needs and resolve concerns. Administrative \& Clerical Duties: Prepare payroll timesheets and accurately track exempt employee comp time, including maintaining spreadsheets of earned, used, and expiring hours. Compose, edit, and prepare routine correspondence, reports, memoranda, and other documents. Manage and process rental deposits; prepare cash payment requisitions as needed. Match, verify, and organize vendor invoices and payments prior to processing. Review and reconcile all employee credit card activity and submit required documentation to the Purchasing Department. Maintain departmental filing systems including correspondence, contracts, event documentation, and administrative records. Serve as Department Communications Representative by posting notices, distributing internal communications, and ensuring staff remain informed of meetings, seminars, and events. Maintain absentee calendars for employees; monitor attendance trends and report patterns of concern to management. Deliver general clerical office support, including copying, scanning, faxing, and preparing PDF files. Facility, Event, and Program Support: Be knowledgeable of the Convention Center's mission, goals, and facility capabilities, including rental policies, space capacities, and event requirements. Maintain inventory and organization of floor plans, blueprints, CAD drawings, forms, and related materials. Assist Convention Center management and staff with technical troubleshooting and software\-related questions. Submit and close out facility service requests. Financial \& Purchasing Duties: Perform departmental purchasing activities such as gathering quotes, researching products, and entering requisitions. Manage petty cash and ensure account accuracy at all times. Utilize the FinancePlus program to enter requisitions, order supplies from the City Warehouse, and track departmental budgets. Database \& Software Management: Use the EventPro scheduling system to book events, enter payments, generate reports, and update event details. Maintain spreadsheets tracking vacation, personal time, and sick leave balances for all staff. Ensure efficient operation of the administrative office by monitoring supply inventory, placing orders, maintaining office equipment, and coordinating service calls. Must have and maintain, without interruption, required certifications and licenses. Works assigned schedule and complies with the City's timekeeping and attendance policies. Performs other related duties as assigned.

*Qualifications:

• High school diploma or GED. 1–3 years of clerical or secretarial experience, or an equivalent combination of experience and education. Proficiency with personal computers and office software. Ability to type a minimum of 50 words per minute. Bi\-lingual (English/Spanish) PREFERRED: Some college coursework. Experience in administrative, secretarial, or customer service roles within a public facility, hospitality, or event environment.

The City of Pasadena offers very generous benefits to all full\-time employees. For example:

Employee\-only

• medical insurance starts as low as
$15 per month and the most expensive Employee \& Family plan is less than $350 per month.
• The City has its own medical clinic staffed with a M.D. and two medical assistants. Employees and their covered dependents over the age of 5 can visit the clinic
FREE OF CHARGE.
• Employees and their covered dependents also have access to Virtual Visits with a medical professional
FREE OF CHARGE.
• The City offers
college tuition reimbursement of up to $3,500 per year.
• As an employee, you will contribute a portion of your salary each pay\-period towards your retirement and the
City will match your contribution by 200%. Example, if you contribute $100, the City will contribute $200\.
• Civilian employees accumulate vacation at the following rates:

+ Less than 6 years of service \- two weeks of vacation per year.

+ From 6 to less than 11 years of service \- three weeks of vacation per year.

+ From 11 to less than 21 years of service – four weeks of vacation per year.

+ From 21 to less than 26 years of service – five weeks of vacation per year.

+ From 26 years of service and up – six weeks of vacation per year.