Office Assistant Extra Help

Description

Join the City of Oxnard team! We are now accepting applications for Office Assistants to build an eligibility list for Extra Help / Temporary opportunities . This is a great chance to gain valuable experience support essential City services and make a positive impact in our community.

What Youll Do :

Receives and screens callers evaluates and responds to inquiries regarding departmental services or official notices; refers callers to appropriate individuals and or offices; provides information to the public and employees; distributes and explains forms or written informational materials; takes messages requests and / or maintains appointment calendar schedules meetings and activities for City staff and / or the public.

Receives and processes fees fines or other money; prepares receipts and balances money received.

Performs general office support activities such as opening and distributing mail processing outgoing mail and ordering office supplies.

Establishes and maintains general file and / or automated record-keeping systems; assigns alpha and / or numeric identification codes; sorts and files information; purges files; posts information to records and files to update information and documents activity transactions; conducts file search to locate misplaced documents compiles data and / or research information.

Prepares a variety of documents such as reports letters and contracts from handwritten typed or voice-recorded copy; proofs and corrects copy for grammar spelling punctuation and conformance with established guidelines; collates and binds copies of documents produced; distributes documents.

Takes and prepares formal meeting notes and minutes.

Maintains office equipment and facilities; requests and follows up on building maintenance and custodial services; operates and performs routine preventative maintenance on office machines including data / word processors copiers field dispatch equipment etc.

PLEASE NOTE :

Extra-Help positions are not expected to last more than 960 hours per fiscal year. Under the terms of the Citys benefits plan and policies this position is not eligible for benefits due to the short duration of an extra-help position employment with the City of Oxnard is at will and those selected for temporary placement retain the option as does the City of Oxnard to end employment at any time with or without notice and with or without cause.

Payroll / Classification Title : Administrative Services Technician

DISTINGUISHING CHARACTERTISTICS :

This classification is distinguished from the Administrative Services Technician Senior in that it performs routine clerical support and customer service duties.

SUPERVISION RECEIVED / SUPERVISION EXERCISED :

Receives close supervision and specific direction regarding assignments and deadlines.

WORK SCHEDULE : The normal work week is Monday through Thursday from 8 : 00 am to 6 : 00 pm and alternating Fridays from 8 : 00 am to 5 : 00 pm. Depending on the work assignment staff may be assigned to a shift that is outside the standard work addition this position may be required to be available to work additional hours in response to peaks in workloads and changes in department needs. The standard work environment varies depending on assignment but is typically either dependent on each position which is primarily in an office setting or out in the field. The City does not offer hybrid or remote work.

Essential Functions

(This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.)

Performs clerical tasks which may include : sorting routing scanning and / or filing documents mail forms or correspondence; preparing organizing and distributing forms and routine correspondence.

Provides reception and customer service by answering and prioritizing calls greeting customers and providing information and services related to assigned area; responds to inquiries complaints and requests for information; assists with forms; takes messages; and refers customers to appropriate resource.

Reviews verifies and / or enters data and information; runs reports; tracks and maintains activity logs; may accept and process payments and transactions handle cash and make change enter appropriate payment codes and / or total and reconcile receipts.

Organizes and maintains files records and documents according to records retention procedures; monitors supply levels and initiates supply orders; maintains and organizes supplies.

Performs other duties of a similar nature and level as assigned.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE :

Positions assigned to administrative support may be responsible for :

Receiving sorting processing routing and delivering mail;

Operating office machines such as copiers folding or postage metering equipment;

Providing reception answering phones and directing callers / visitors;

Preparing and typing documents;

Gathering information and processing applications forms or payments;

Scheduling meetings and maintaining calendars;

Processing accounts payable / receivable transactions;

Producing standard computerized reports.

Minimum Qualifications

The following are the minimum qualifications necessary for entry into the classification :

EDUCATION :

• High School Diploma or GED

EXPERIENCE :

LICENSING / CERTIFICATIONS :

OTHER REQUIREMENTS :

General Information

APPLICATION PROCESS :

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and / or Supplemental Questionnaires that state see my resume or see my personnel file are considered incomplete and will not be accepted. Cover letters and / or optional resumes are not accepted in lieu of a completed application.

For most positions the City of Oxnard relies on office automation (Microsoft Office) and web-based enabled tools (G Suite) therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work. Regular and reliable attendance effective communication skills and the development of effective working relationships are requirements of all positions.

City staff may be required to play an active role in the event of an emergency which may include changes in responsibilities and working hours.

This eligibility list will be used for multiple departments across the City.

Employees are required to participate in the Citys direct deposit plan and are paid on a bi-weekly basis.

Pursuant to California Government Code Section 3100 all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.

EQUAL OPPORTUNITY : The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race color religion sex national origin age marital status medical condition disability or sexual orientation.

REASONABLE ACCOMMODATION : The City of Oxnard makes reasonable accommodation for people / individuals with disabilities . If you believe you require special arrangements to participate in the testing process you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

LEGAL REQUIREMENT : On the first day of employment new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986 as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify please contact DHS. you have any questions regarding this recruitment please contact Brenna Perteet at

NOTE : 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.

Key Skills

Typing,Microsoft Office,Data Entry,Customer Service,Computer Skills,Microsoft Outlook,QuickBooks,Office Experience,10 Key Calculator,Front Desk,Filing,Administrative Experience

Employment Type : Temp

Experience : years

Vacancy : 1

Yearly Salary Salary : 45729 - 66576