An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
The City of San Marcos welcomes qualified applications for the position of Part Time Office Assistant in the Public Works Department.
Applications due by:
July 28, 2026, 4:00pm
Interviews:
August 7, 2026 Under supervision, performs a variety of administrative, clerical, and customer service duties in support of the Public Works Department. Primary responsibilities include processing vendor invoices, maintaining departmental records, providing general administrative support, preparing documents, assisting with procurement-related activities, responding to inquiries, and performing related duties as assigned to support the efficient operation of the department.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Process vendor invoices and supporting documentation for payment in accordance with City policies and procedures Verify invoice information for accuracy and completeness; communicate with vendors and City staff to resolve discrepancies as needed Maintain invoice logs, financial records, and other administrative Organize and maintain electronic and paper files in accordance with the City's Records Retention Policy Prepare, edit, and format correspondence, reports, spreadsheets, and other documents using Microsoft Office applications Enter and maintain data in various City software systems and generate reports as assigned Answer and direct telephone calls, monitor department email inboxes, and respond to routine inquires from staff, vendors, and the public Make copies, scan documents, and distributed departmental correspondence and reports Assist with records research, document retrieval, and filing Provide administrative support for departmental projects, meetings, and special assignments Perform other related duties as required
QUALIFICATIONS
Knowledge of:
Microsoft Office Suite, including Word, Excel, Outlook, and Teams; modern office methods and practices; filing systems; records management; customer service principles; office equipment including copiers, scanners, and multi-function printers; basic bookkeeping and accounts payable principles.
Ability to:
Operate standard office equipment; accurately enter and maintain data; understand and carry out oral and written instructions; communicate effectively both verbally and in writing; organize and prioritize multiple assignments; maintain accurate records and files; exercise sound judgment; establish and maintain effective working relationships with City employees, vendors, contractors, and members of the public; maintain confidentiality; demonstrate an awareness and appreciation of the cultural diversity of the community.
EDUCATION AND EXPERIENCE
Education/Experience:
Education equivalent to high school graduate with experience and/or training providing the required knowledge and abilities needed to successfully perform the duties of the position.
