City of Claremont Hiring for Clerical Assistant/Office Assistant Job at Claremont, CA Full Time

Performs office and typing duties of routine to complex difficulty.

• Meet and greet the public, respond to visitors’ routine inquiries both on the telephone and in person, and refer to the appropriate staff member for more specific information and follow-up; and exhibit familiarity with all functions of the City.
• Perform a variety of clerical work, including answering the telephone, taking accurate messages, typing, filing, checking, and recording information on records.
• Use a laptop or personal computer to type routine correspondence, memoranda, and reports.
• Picks up and/or delivers mail, supplies, equipment and performs related tasks.
• Types complex charts, graphs, reports prepared by others using the City’s word processing, spreadsheet, and data processing software.
• May provide support services to higher level clerical staff or other staff as assigned.
• Performs mathematical calculations of average difficulty.
• Independently composes more sensitive customer service letters and/or documents complex in nature.
• Identifies information that needs to be tracked and analyzed, develops ways to computerize manually kept records and uses relevant data to prepare draft reports.
• May assist in the preparation of agenda packets.
• Maintain routine files and libraries.
• Receive, sort and distribute incoming and outgoing mail.
• Serve as an information resource for customers and co-workers.
• Explains department’s policies and procedures.
• Assume duties of a disaster worker in the event of a locally declared emergency.
• Perform related duties as assigned.

Knowledge of:

• Modern office methods, procedures and equipment.
• Correct English usage, spelling, grammar, and punctuation.
• Filing and record keeping systems.
• Organization, procedures, and operating details of the assigned department or division.
• City’s word processing and data processing systems.

Ability to:

• Understand the organization and operations of the City and of outside agencies as necessary to assume assigned responsibilities.
• Perform routine clerical work.
• Understand and carry out oral and written directions with a minimum of supervision.
• Operate word processing equipment where applicable.
• Communicate clearly and effectively, in both written and oral form.
• Work cooperatively with other departments, outside agencies, and the public.
• Type accurately at 40 words per minute.
• Demonstrate proficiency in editing and formatting in MS Word.

• Ability to operate computer, office software, calculator, telephone, portable radio and other common office equipment.
• Ability to understand and respond to the public’s and staff’s requests for assistance both on the phone and in person.
• Ability to prepare narrative reports, perform mathematical calculations and sort/file documents
• Ability to sit for up to two hours at a time.
• Ability to lift up to 25 pounds.
• Ability to get from one location to another in the course of doing business.
• Ability to communicate clearly and concisely both orally and in writing.

Job Analysis Category:

Physical Coordination Ability – Moderate

Experience:
One year office work experience (Two years office work experience for Office Assistant)

Education:
Completion of the 12th grade; including or supplemented by specialized classes in secretarial and office procedures.

License or Certificate: