Office Assistant I/II - Planning

Connected by Amazing Employees The City of Murrieta is accepting applications for the position of Office Assistant I/II to fill one (1) current vacancy in our Building & Safety Division of the Development Services Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

POSITION

The City of Murrieta is seeking a customer service-oriented and highly organized professional to serve as an Office Assistant I/II within the Development Services Department. This position provides essential administrative and customer support functions shared between the Building & Safety and Planning Divisions . The ideal candidate will thrive in a fast-paced public service environment and demonstrate strong communication, multitasking, and organizational skills while assisting residents, developers, contractors, consultants, and City staff. This role plays an important part in supporting daily operations, coordinating permit and development-related processes, and helping ensure efficient, responsive, and professional service to the community.

DEFINITION

Under immediate (I) to general (II) supervision, performs a variety of routine to moderate office support activities for an assigned City department or division, which may include word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices, record keeping, report preparation, and filing; provides information to the public and City staff; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Office Assistant I) to general (Office Assistant II) supervision from assigned supervisory or management staff. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Office Assistant I

• This is the entry-level classification in the office support series.

Initially under close supervision, incumbents learn and perform routine administrative and office support duties, including document preparation, record-keeping, researching, compiling, and organizing information from various sources, screening telephone calls, visitors, and mail, and directing questions to the appropriate staff. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Office Assistant II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained as they arise. Office Assistant II

• This is the fully qualified journey-level classification in the office support series.

Positions at this level are distinguished from the Office Assistant I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Positions in the Office Assistant I/II class series are flexibly staffed; positions at the Office Assistant II level are normally filled by advancement from the Office Assistant I level; progression to the Office Assistant II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the Office Assistant II level.

ESSENTIAL FUNCTIONS

Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations consistent with the Americans with Disabilities Act (ADA) and California Fair Employment and Housing Act (FEHA) to enable qualified individuals to perform the position's essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role's overall responsibilities . Performs a variety of support duties related to the work unit to assist staff in routine office activities Gathers information from a variety of sources for the completion of forms, records, applications, and other documents; contacts individuals to obtain additional information as needed Processes various forms, applications, permits or other documents specific to the organizational unit; maintains records and files; tracks documents and generates reports Uses word processing software to produce various documents from drafts, notes, dictation, or brief instructions, which may include correspondence, reports, records, forms, notices, meeting minutes, etc.; may compose routine correspondence and other documents as required Performs other routine clerical support work as required, which may include but is not limited to copying documents, filing/retrieving files, processing mail, faxing information, collating documents, maintaining lists and logs, scanning/imaging/indexing documents, and ordering and maintaining inventory of supplies and forms; processes and tracks purchase orders Proofreads and checks materials for accuracy, completeness and compliance with departmental policies and regulations Establishes and maintains office files, and researches and compiles information from such files Enters and retrieves computer data; generates routine computer reports and spreadsheets Prepares and distributes public hearing notices related to various department services and programs Provides professional and courteous customer service at all times; greets and assists office visitors Answers the telephone; provides accurate information and answers general questions or forwards calls to appropriate staff person; takes messages as necessary; may use radio equipment to communicate with field personnel Performs various bookkeeping tasks, including but not limited to calculating monies due, collecting and receipting monies, reconciling credit card statements, processing reimbursements, preparing bank deposits, completing check requests, and processing and tracking invoices Schedules, coordinates and assists in setting up rental facilities for City and public; processes applications; ensures proper insurance documents; maintains facility calendar; responds to questions; processes refunds; opens and secures assigned facilities; arranges for facility and equipment set up in accordance with customer needs for classes, rentals, meetings, and special events; monitors the proper and safe use of City facilities by the general public and ensures adherence to rules and policies; ensures the cleanliness and safety of facilities throughout the day Schedules appointments, procedures, activities, and meetings as required; maintains calendars Provides information and assistance to City staff, other agency personnel, and the public, requiring the understanding of policies, procedures or rules Attends various meetings and training as required or appropriate Completes special projects as assigned Monitors and ensures office equipment is properly maintained and functional; coordinates service calls Observes and complies with all City and mandated safety rules, regulations, and protocols Performs other duties as assigned

EDUCATION AND EXPERIENCE

Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes: Office Assistant I/II

• High School Diploma or equivalent (GED), and Office Assistant I
• One (1) year of general clerical or office support experience, or Office Assistant II
• Three (3) years of responsible general clerical or office support experience

LICENSES AND CERTIFICATIONS

Ability to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.

SPECIAL REQUIREMENTS

Disaster Service Workers In accordance with government code 3100, "Disaster Service Workers" (DSW) during emergencies. This law stipulates that public employees can be assigned to emergency activities to support the public's health, safety, and property during natural, man-made, or war-caused disasters. Tier 1

• Basic Pre-Employment Requirements Final candidates must successfully complete a basic pre-employment screening process, which includes a Department of Justice Live Scan (DOJ/LS) background check and a non-safety pre-employment physical examination to ensure the ability to perform the essential functions of the position, with or without reasonable accommodation.

Positions at the Office Assistant I level may exercise some of these knowledge and abilities statements in a learning capacity.

KNOWLEDGE OF

City and department programs, goals, and policies and procedures of the assigned department or division Principles and practices of data collection and report generation Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility Standard office management and secretarial/clerical practices and procedures. Record-keeping principles and procedures Business arithmetic, including percentages and decimals City and mandated safety rules, regulations, and protocols Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed

ABILITY TO

Respond to and effectively prioritize multiple phone calls and other requests for service Compose correspondence and reports independently or from brief instructions; maintain records and databases Understand and explain department policies and procedures, and standards Compose routine correspondence and reports independently or from brief instructions Type and/or word process accurately at speeds necessary for successful job performance File materials alphabetically, chronologically, and numerically Maintain a high degree of confidentiality Gather and compile department/division-specific information from a variety of sources Make accurate arithmetic computations Establish and maintain a variety of filing, record-keeping, and tracking systems Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed Organize own work, set priorities, and meet critical time deadlines Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

APPLICATION PROCEDURE A

City application form must be submitted online. Applicants can apply online at www.

MurrietaCA.gov .

SELECTION PROCESS

Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most qualified candidates will be invited to continue in the selection process. The examination process may include a combination of appraisal interviews, performance tests, and writing exercises designed to evaluate the candidates' skills, training, and experience. Successful candidates will be placed on an eligibility list. The City reserves the right to merge eligibility lists as needed. Final selection is contingent upon successful completion of all required pre-employment requirements .

EQUAL EMPLOYMENT OPPORTUNITY

The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.

THE COMMUNITY

Located just north of San Diego County, the city of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.

FLSA Status:

Non-Exempt Organization:

Murrieta General Employees Association Adopted:

6/2018