Office Assistant - Sunnyvale, United States - City of Sunnyvale, CA

Description

Salary: $ $36.25 Hourly

Location : Sunnyvale, CA

Job Type: Part-Time

Job Number:

Department: Library and Recreation Services

Division: Youth and Family Resources

Opening Date: 05/21/2024

Closing Date: 6/11/2024 5:00 PM Pacific

Description

OFFICE ASSISTANT (PART-TIME)
Regular Part-Time Employment Opportunity
(30 hours per week)

The list established from this recruitment will be used for the Library and Recreation Services Department and may also be used to fill vacancies in Departments throughout the City. The final filing date is Tuesday, June 11, 2024 at 5:00 pm or after receiving 100 qualified applications, whichever is first.

Under general supervision of an assigned supervisor, performs a variety of general clerical work; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

The Office Assistant is the entry-level for this job series. The Office Assistant classification is distinguished from the Staff Office Assistant in that the Office Assistant works with a high level of structure with little deviation from predetermined job routine, the contacts are primarily with other departments or the public where ordinary courtesy and tact are needed, there is minimal contact with confidential data, and the duties may not require significant operation of a particular type of equipment.

Essential Job Functions

(May include, but are not limited to, the following):

• Types letters and other materials from rough draft, marginal notes or verbal instructions and proofreads documents; prepares letters and notices.
• Maintains files where discretion may be involved in assigning items to their proper location.
• Posts information from standardized media to control records.
• Computes and extends figures.
• Checks forms, records, reports and other materials for accuracy, completeness and confirmation with established procedures.
• Maintains office supplies.
• Answers inquiries and gives out information concerning standards, procedures and programs.
• Assists the public with reserving and renting City facilities; registers customers for classes.
• Prepares data for computer input and checks output.
• Searches records to obtain information.
• Prepares requisitions and partial receiving reports.

WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires near and far vision in reading reports and work related documents and using a computer. Acute hearing is required when providing phone and personal customer service. The need to lift, drag and push files, paper, books and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.

Minimum Qualifications

Education and Experience:

The minimum qualifications for education and experience can be met in the following way:

Graduation from high school or tested equivalent AND

One year of responsible clerical experience.

Knowledge of:

• Proper English usage, grammar, punctuation and spelling.
• Alpha numeric filing and retrieval, systems
• Office methods, procedures, software and equipment.
• Principles and practices of customer service.
• Business letter writing and report preparation.

Ability to:

• Perform routine business mathematical calculations.
• Sort and categorize materials.
• Read and interpret forms.
• Operate a computer using word processing and business software and other office equipment.
• Compose general correspondence and letters and take meeting minutes.
• Develops and maintains filing systems.
• Compose general correspondence, letters and takes meeting minutes.
• Learn the operation, policy and procedures of the assigned department.
• Understand and follow written and oral instructions.
• Communicate effectively, orally and in writing.
• Establish and maintain and promote positive and effective working relationships with employees, and other agencies and the public.
• Demonstrate initiative and exercise good judgment in the performance of duties.
• Work independently and as a team member; recognize and set priorities to meet deadlines.
• Observe safety principles and work in a safe manner.

Willingness to:

Occasionally work varying hours or on weekends and holidays.

Licenses/Certificates:

Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternate transportation as approved by the appointing authority and a safe driving record.

DESIRABLE QUALIFICATIONS

• Clerical experience in a governmental agency.

Application and Selection Process

APPLICATION PROCESS
The application period closes on Tuesday, June 11, 2024, or after receiving 100 qualified applicants, whichever is first (postmarks or faxes are not accepted). Candidates are asked to fully describe any training, education, experience, or skills relevant to this position. Electronic applications may be submitted online through the City's employment page at, and click on 'City jobs'. Late or incomplete applications will not be accepted.

EXAM PROCESS
Applications will be competitively screened based on the minimum qualifications of this position.Based upon a review of the application materials, the most qualified candidates will be invited to participate in the written examination process scheduled for Friday, July 12, 2024. (Note: The examination process may be changed as deemed necessary by the Director of Human Resources).

SELECTION PROCESS
Those candidates that receive a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City's Civil Service Rules and Administrative Policies. Top candidates on the eligibility list will be invited to participate in a selection interview with the department. Any candidate that is selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a background history check, as well as a medical exam(s) administered by a City selected physician(s) before hire. Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.

INFORMATION ABOUT PROOF OF EDUCATION
Please note: Any successful candidate, selected by the hiring department will be required to submit proof of education (i.e. original copy of the diploma or college/university transcripts).

ADDITIONAL INFORMATION
Positions in this job classification are represented by the Summary of Service Employees International Union, Local 521 (SEIU).

For assistance on how to fill out your job application, watch the following video:

• YouTube (5:13)

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.

The City of Sunnyvale is an Equal Opportunity Employer. It is the policy of the City of Sunnyvale not to discriminate against all qualified applicants or employees on the basis of actual or perceived race, religion (including religious dress or grooming practice), color, sex (includes gender, pregnancy, childbirth, medical conditions related to pregnancy or childbirth, breastfeeding or medical conditions related to breastfeeding), gender identity and/or gender expression, sexual orientation (including heterosexuality, homosexuality and bisexuality), ethnic or national origin, ancestry, citizenship status, uniformed service member status, marital status, family relationship, age, cancer or HIV/AIDS related medical condition, genetic characteristics and/or genetic information, and physical or mental disability. Applicants needing special accommodations for testing should submit a request to the Department of Human Resources at time of application.

Summary of Sunnyvale's Employees Association (For Full Time Positions)

Summary of Service Employees International Union, Local 521 (For Part Time Positions)

01

Instructions for completing the supplemental questionnaire:
This supplemental questionnaire will be a primary tool in the evaluation of your qualifications for this position. The supplemental information that you provide will be evaluated along with your completed application. Please limit your response to one page per question. In answering the question(s), be as specific as you can. Some questions may include multiple parts (i.e., (a), (b), (c), (d), etc.). Please make sure to address each part of each question in the supplemental questionnaire below.

Please be advised that you will be 'timed out' of this page after 30 minutes. Therefore, it is best to copy the supplemental questions that require text answers from this page into a document that you can save on your computer, produce your responses in that document, and then copy and paste the responses into the space provided below. Additionally, please save your work continuously.

The completed application and responses to supplemental questions constitute an examination. Note: qualifying experience must be reflected on the education, work experience, Certificates/Licenses section of the job application form. Please note the information provided in the supplemental question will not be accepted in lieu of completing the work experience section of the application.
Resumes may be attached, but they will not be accepted in lieu of completing the work experience section of the application or the supplemental questions. The information you provide will be used to further identify those applicants who are best qualified to continue in the selection process for this position.

Your responses to the questions that require you to detail your background and experience should include the following information:*

• The number of years of experience you have had performing the duties that you are describing;
• The name(s) and type(s) of organization(s) where you obtained such experience; and,
• Your role and specific responsibilities within the organization(s).

*Responses to the supplemental questions that indicate "see resume" are considered incomplete.By checking the 'Yes' response below, I indicate that I have read these instructions for completing the supplemental questionnaire and in accordance with these instructions, I understand that written responses to the supplemental question(s) listed below are required, in order to evaluate my qualifications for this position and for my application to be considered complete.

Additionally, I certify that I have completed the following supplemental questionnaire on my own; the answers accurately reflect my training, education and experience; and, I understand that my responses are subject to verification.

• Yes
• No

02

Do you have a high school diploma or an equivalent (GED)?

• Yes
• No

03

Do you have at least one year of responsible clerical experience?

• Yes
• No

04

If you answered "yes" to the question above, please describe your clerical experience below. Include the agency you worked for, the number of years you worked for them and your specific duties you were responsible for. If you do not have this experience, please indicate N/A below.

Required Question