Office Assistant

DEFINITION

Under general supervision, to assist with office operations and to type and do clerical work according to specific routines and within well defined policies and procedures, and to do related work as required.

EXAMPLES OF DUTIES

Types reports, letters, checks, requisitions, demands, warrants

Answers telephone; gives out routine information on the telephone or at the public counter

Prepares and files correspondence, spreadsheets and reports

Posts information to records

Receives and accounts for cash received; issues receipts

Prepares and checks payroll sheets

Makes arithmetical calculations

Posts and checks accounts and issues permits

Checks records, correspondence and reports for routine accuracy and completeness

Operates office machines

Assists with community events

Processes applications, permits, licenses, work orders and other documents within established procedure

Completes assignments accurately and within specified time frames

May be required to handle or assist with confidential or sensitive materials and information

Provides support to the Administrative Assistant in all aspects of office operations

QUALIFICATIONS GUIDELINES

Knowledge, Skills & Abilities :

Knowledge of :

Modern office practices, procedures and equipment, computer information systems and software including Word, Excel and Outlook software programs

Business math, proper grammar, composition, and spelling

Strong organizational skills

Ability to :

Demonstrate clerical aptitude

Make arithmetical computations and compare names and numbers rapidly and accurately

Use, and knowledge of, alphabetical and numerical filing methods

Maintain filing systems and records using coding systems and to retrieve and compile data

Understand and follow written and verbal instructions

Provide excellent professional customer service

Establish and maintain effective working relationships with others

Education and Experience :   Equivalent to graduation from high school supplemented by courses in office practices. Some clerical work experience is required. Must be able to type 35 words per minute.

Licenses / Certificates : Possession of a valid Class C California Driver’s License with a safe driving record is required and must be maintained as valid during the course of employment.

The City of Hermosa Beach places a high priority on the health and safety of our City’s workforce and our community. Consistent with that commitment, in light of the substantial and growing body of evidence that vaccinations remain the most effective protection against the spread the COVID-19, we require that all City staff members, Commissioners / Board Members, contractors, and volunteers of our City be fully vaccinated. All City staff members must be fully vaccinated by November 12, 2021, as a condition of employment. Exceptions are available only for those who need an accommodation under a medical / disability or religious exemption.

The City of Hermosa Beach is committed to building a diverse, equitable and inclusive work environment. We provide an environment of mutual respect where equal employment opportunities are available to all City staff members and applicants without regard to status as protected by applicable federal, state, or local law.