Jobs
>
Santa Ana

    Senior Office Assistant - Santa Ana, United States - City of Santa Ana, CA

    City of Santa Ana, CA
    City of Santa Ana, CA Santa Ana, United States

    2 weeks ago

    Default job background
    Description


    The City of Santa Ana is looking for individuals who are results-oriented, possess great attitudes, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service.

    Having the best employees provides the best service to the community.


    The Senior Office Assistant performs specialized and/or a wide variety of responsible, difficult, and complex general clerical work, including word processing, data entry and organization, processing of invoices, recordkeeping, report preparation, filing, and providing information and assistance to the general public.

    There is currently one (1) vacancy in the Police Department.

    The eligibility list established from this recruitment will be used to fill the current and/or additional vacancies throughout the City.

    This position is open until further notice and can close at any time without advance notice. You are encouraged to apply immediately First application review is scheduled for February 08, 2024.

    Essential Functions Include But Are Not Limited To


    • Prepares, formats, proofreads, and distributes complex correspondence, reports, records, statistical data, and a variety of other documents from rough drafts, general instructions, and a variety of sources frequently involving a high incidence of statistical data and technical terminology.
    • Assists the public and outside parties in person, by telephone, and via software applications; furnishes information, explains and interprets established policies, procedures, or regulations; resolves or refers complaints; directs to appropriate locations and/or staff; conducts general transactions, such as processing applications, issuing licenses and permits, and providing copies of public records; and enters and tracks public calls into appropriate databases.
    • Establishes, updates, and maintains record systems and databases, including filing and indexing systems; maintains accurate and detailed records; verifies accuracy of information; researches discrepancies; records information; files documents; and applies departmental and program policies and procedures in determining completeness documents, records, and files.
    • Monitors and orders office and other related supplies; assists in entering purchase requisitions and purchase orders; receives and reviews vendor invoices; prepares requests for payment; and accounts for money.
    • Receives, opens, time stamps, sorts, and distributes internal mail; and prepares and distributes outgoing mail.
    • Makes and confirms travel arrangements; types itineraries; requests travel advances; and processes expense reports.
    • Maintains calendars and makes meeting arrangements.
    • Operates office equipment, such as calculators, copy machines, and personal computers.
    • May be assigned to review work of other clerical employees and assist in training new workers.
    • May assist in maintaining attendance records and entering payroll data.
    • May perform duties of high-level clerical classifications in a training or relief capacity.
    • Performs other duties as assigned.
    Minimum Qualifications

    one (1) year of responsible general office clerical experience.

    Minimum qualifications may be met via an equivalent combination of experience and education sufficient to perform the essential job functions.

    Experience, education, and training must provide the knowledge, skills, and abilities listed below.

    KNOWLEDGE, SKILLS, AND ABILITIES

    Knowledge of:

    City and department practices, policies, and procedures; modern office practices, procedures, equipment, and clerical techniques; principles and practices of data collection and report preparation; indexing and filing systems; word processing methods, techniques, and programs; general accounting methods, procedures, and terminology; database and spreadsheet applications and programs; business letter writing; recordkeeping; cash handling; English usage, spelling, vocabulary, grammar, and punctuation; and customer service practices and telephone etiquette.


    Skill in:
    Personal computer operation; and MS Office Suite (Word, Excel, PowerPoint, Access and Outlook).

    Ability to:

    Perform responsible clerical support work with accuracy, speed, and minimal supervision; operate job-related software up to an advanced level of proficiency; compose correspondence rapidly and accurately; operate word processing equipment; understand and carry out moderately complex oral and written instructions; perform assignments without close supervision; learn, interpret and explain specific regulations, policies and procedures; maintain moderately complex and confidential records, and prepare reports from such records; use correct grammar and spelling; make accurate and rapid computations and comparisons; make accurate arithmetic computations; organize, maintain, and update office database and records systems; file materials alphabetically, chronologically, and numerically; schedule and coordinate projects; set and adapt to changing priorities; meet critical time deadlines; communicate effectively, both orally and in writing; work effectively with the public in situations requiring tact and poise; work effectively with other employees; and respond to and effectively prioritize a high volume of phone calls and other requests for service.


    SPECIAL REQUIREMENTS
    Must be willing and able to work evenings, weekends, holidays, and during emergencies, as needed.


    NOTE:
    Certain positions throughout the City may require bilingual fluency in English and a second language. For the assignment in the Police Department, bilingual fluency in English and Spanish OR Vietnamese is desired.

    Selection Process

    Resumes and other attachments will be used in addition to the application in determining your qualifications. The City communicates with candidates via e-mail. You are responsible for providing a valid e-mail address that you access regularly and checking your spam folder. To apply, click on the "Apply" link located at the top of this page. New users must create an account first.

    Click on this link for instructions on how to set up your account and apply for the first time:
    Online Employment Application Guide.

    Applications will be reviewed by the Human Resources Department.

    Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:


    Written Examination:
    (weight of 50%) tentatively scheduled for February 9, 2024: may include questions on clerical methods, office practices, English usage, interpersonal relations, software, math and other job-related subjects. Candidates need a passing score in order to continue in the selection process. This exam will be available to take online via the testing platform eSkill

    Performance Examination:
    (qualifying) tentatively scheduled for February 9, 2024: will assess the candidates' proficiency in using Microsoft Word 2016 software. The simulation will focus on tasks that a productive user of the software should know how to perform at various levels (Beginner, Intermediate and Advanced). Candidates need a passing score in order to continue in the selection process. This exam will be available to take online via the testing platform eSkill

    Oral Interview Examination:
    (weight of 50%) tentatively scheduled for February 22, 2024 will evaluate experience, training, and personal qualifications for the position. Candidates need a passing score in order to continue in the selection process.

    Bilingual Oral Fluency Examination (if applicable): (Qualifying) will evaluate the candidates' ability to communicate effectively in English and Vietnamese or Spanish

    The Human Resources Department may waive one or more examination components. When one weighted examination component is waived, the remaining section will receive a weight of 100%.

    The City of Santa Ana is an equal-opportunity employer. If you consider yourself a person with a disability, you may contact us regarding providing reasonable accommodation.
  • Spearmint Rhino

    Office Assistant

    1 week ago

    Spearmint Rhino Santa Ana, United States

    Specific Duties Include but not Limited To: · Verifies the accuracy and completion of new hire onboarding and maintains employee files. · - Assists with staff recruitment, enforcing policy & procedure, safety training, and hiring. · - Verifies daily cash, facilitates entertainer ...

  • SERVPRO

    Office Assistant

    2 weeks ago

    SERVPRO Santa Ana, United States Full time

    Do you love helping people through difficult situations? Then don't miss your chance to join our Franchise as a new Office Assistant. In this position, you will be making a difference each and every day. We have a sincere drive toward the goal of helping make fire and water damag ...

  • Institute of Inspection , Cleaning and Restoration Certification

    Office Assistant

    2 days ago

    Institute of Inspection , Cleaning and Restoration Certification Santa Ana, United States

    Do you love helping people through difficult situations? · Then don't miss your chance to join our Franchise as a new Office Assistant. In this position, you will be making a difference each and every day. We have a sincere drive toward the goal of helping make fire and water da ...

  • Tustin Holistic Health

    Office Assistant

    3 weeks ago

    Tustin Holistic Health Tustin, United States

    Job Description · Job DescriptionWe are seeking an Office Assistant to join our team You will perform clerical and administrative functions in order to drive company success. · Responsibilities: · Draft correspondences mainly emails · Plan and schedule appointments · Greet and as ...

  • Gyukaku

    Office Assistant

    3 weeks ago

    Gyukaku Tustin, United States

    Job Summary: · We are looking for someone passionate about data, possess excellent analytical and troubleshooting skills, strong problem solving and strong communication while demonstrating self-motivation to support and enable the company's rapid growth. · The pay range is from ...

  • Canteen

    office assistant

    4 days ago

    Canteen Garden Grove, United States Full time

    Canteen We are hiring immediately for a full time OFFICE ASSISTANT position. · Location : SoCal OCS - 366 White Cap Lane, Newport Coast, CA 92657 Note: online applications accepted only. · Schedule : Full time schedule. Monday through Friday, 7:30am - 4:00pm. More details upon ...

  • Pathways Health and Community Support, LLC.

    Office Assistant

    4 days ago

    Pathways Health and Community Support, LLC. Orange, United States

    Description · Welcome to Pathways of California's career website If you are passionate about helping others and enthusiastic about your future, we want you to join our team Our company is known for an unwavering commitment to exceptional value and recovery-focused, quality care. ...

  • APR Consulting

    Office Assistant

    2 weeks ago

    APR Consulting Orange, United States

    APR Consulting, Inc. has been engaged to identify an Office Assistant Specialist · Location: Orange, CA 92868 · Position: Office Assistant Specialist · Pay Rate: $ · Duration: 3-6 months · Schedule: 8am-430pm, 5 days/week · POSITION SUMMARY: · Under direct supervision, perf ...

  • City of Santa Ana, CA

    Senior Office Assistant

    2 weeks ago

    City of Santa Ana, CA Santa Ana, United States

    The City of Santa Ana is looking for individuals who are results-oriented, possess great attitudes, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having the best employees pro Office Assistant, Police, Off ...

  • California Department of Education

    Office Assistant

    2 weeks ago

    California Department of Education Orange County, United States

    Requirements / Qualifications · About the Employer · Located in Orange County, the Mission of the California Republic Leadership Academy (CRLA) is to develop the next generation of leaders in mind, character, and practice through a virtue-based education that leads a scholar to s ...

  • Carousel Foods USA

    Office Assistant/Receptionist

    3 weeks ago

    Carousel Foods USA Santa Ana, United States

    Job Description · Job DescriptionSeeking a Full-Time office assistant and answering phones as needed for M-F - 8-5 position. · Need to speak Spanish and English. · Need high school minimum some college is a plus. Familiar with Microsoft excel. Organizing skills a plus. · Job invo ...

  • Velocity Solutions

    Office assistant

    1 week ago

    Velocity Solutions Fullerton, United States

    Office Assistant (m/f/d) · Welcome to JobImpulse · We are an experienced international staffing agency with an exceptional success story since our founding in 2006. Today, we have over 53 offices in 13 countries and employ more than 9,300 people worldwide. · We are looking for a ...

  • iStaffing

    Office Assistant/Recruiter

    3 weeks ago

    iStaffing Santa Ana, United States

    Job Description · Job DescriptioniStaffing is hiring an Office Assistant/Recruiter for our office in Santa Ana · Duties: · Answer and direct phone calls in a professional manner. · Greet and assist visitors, ensuring they have a positive experience. · Manage high call volume and ...

  • Moss Adams LLP

    Office Services Assistant

    3 weeks ago

    Moss Adams LLP Orange County, United States

    At Moss Adams, we champion authenticity. For us, that means fostering a culture of talented people who care-about you, about our clients, and about our communities. Here, you'll work towards our mission of empowering others to embrace opportunity, growing as a leader along the wa ...

  • OC UROLOGY

    Medical Assistant Back Office

    2 weeks ago

    OC UROLOGY Santa Ana, United States

    Job Description · Job DescriptionResponsibilities · Our Medical Assistants greet our patients, obtain their medical histories and verify patient information · Prepares patients for physical examinations, including taking vital signs and performing all required testing · Provide a ...

  • Moss Adams LLP

    Office Services Assistant

    3 weeks ago

    Moss Adams LLP Orange, United States

    Office Services Assistant · Description · At Moss Adams, we champion authenticity. For us, that means fostering a culture of talented people who care—about you, about our clients, and about our communities. Here, you'll work towards our mission of empowering others to embrace opp ...

  • Jas Rods & Customs Inc

    Office Assistant

    3 weeks ago

    Jas Rods & Customs Inc Garden Grove, United States

    Job Description · Job DescriptionPart time (around 20 hours a week). Office work such as; Quickbooks data entry, payment processing, contacting customers for scheduling and updates on current projects, making payments for business, ordering and retrieving parts from various vendo ...

  • Abstrax Tech, Inc

    Executive Assistant to Chief Executive Officer

    1 week ago

    Abstrax Tech, Inc Tustin, United States

    Abstrax Tech · Company: We are a family of scientists, farmers, and pioneers working toward the development of a modern, global industry. Our core value of Innovative Creativity is why Abstrax Tech, Inc. is a leading innovator of the sensorial experiences that shape the cannabis ...

  • Elwood Staffing

    Office Assistant

    2 weeks ago

    Elwood Staffing Irvine, United States

    Office Assistant role at Real Estate investment firm in Irvine. Will sit at corporate office. Reception and administrative duties. $55 K - $60 K DOE strong benefits. What's in it for you? Strong benefits program. Office Assistant Details:Direct Hire Office Assistant, Assistant, P ...

  • iTrust Capital Inc.

    Office Assistant

    2 weeks ago

    iTrust Capital Inc. Irvine, United States

    Who We Are · Founded in 2018 by leaders across traditional and alternative finance, iTrustCapital is a digital asset investment platform that allows clients to buy and sell cryptocurrencies and precious metals real-time, 24/7, through their retirement accounts. · We are an award- ...