Office Assistant (City Clerk Department)

Are you looking to dive in to the City Clerk field? We are seeking an Office Assistant to join our small, but mighty team! Office Assistant Job Flyer Under general supervision, performs a variety of administrative, clerical, records management, and customer service duties in support of the City Clerk's Office. Provides front-line assistance to the public, staff, and elected officials; supports agenda preparation, public records processing, and official document management; receives and directs telephone calls and visitors; provides information related to City Clerk programs and services as well as Citywide general information as the front-counter and telephone customer service; and maintains a wide range of confidential, historical, and legally mandated records in accordance with established laws, policies, and procedures. Provides front-counter and telephone customer service, responding to inquiries regarding City Council meetings, public records, elections, and general City information. Assists with agenda preparation, including assembling supporting documents, proofreading materials, and preparing packets for posting and distribution. Supports Public Records Act (PRA) processing, including logging requests, gathering responsive documents, and preparing materials for review and redaction. Processes official documents, including resolutions, ordinances, contracts, agreements, and public notices; verifies accuracy and completeness. Maintains electronic and physical records in accordance with the City's records retention schedule; scans, indexes, and archives documents into the digital records management system. Types, formats, and proofreads correspondence, reports, forms, and meeting materials with a high degree of accuracy. Receives, sorts, and distributes mail, including time-sensitive legal notices and agenda-related materials. Provides election-related support, including voter information, and public inquiries. Assists with meeting logistics, including room setup, posting notices, and preparing sign-in sheets and materials. Processes payments, issues receipts, and maintains logs for records requests, copies, and other Clerk-related services. Maintains office supplies, forms, and materials for the City Clerk's Office. Supports document retention and destruction activities, including preparing boxes, inventories, and destruction logs. Handles confidential and sensitive information with discretion and in compliance with legal requirements. Assists with community and City Clerk events, including elections outreach, records workshops, and public engagement activities. Performs related duties as assigned. For a full list of Office Assistant duties, please visit the Office Assistant class specification here.

Knowledge, Skills & Abilities:

Knowledge of:

City Clerk functions, including agenda preparation, public records, elections, and legislative processes. Office procedures, methods, and equipment, including computers and digital records systems. Applicable software such as Microsoft Office M365, agenda management systems (eScribe), and records management platforms (NextRequest and LaserFiche). Business English, grammar, spelling, and proofreading techniques. Principles and procedures of records management and retention. Customer service practices and public counter operations. Proper phone etiquette and professional communication. Basic business math and financial recordkeeping.

Ability to:

Perform a variety of clerical and administrative support duties with accuracy and attention to detail. Maintain and organize official records, retrieve information, and follow retention schedules. Learn and apply laws and procedures related to the Brown Act, Public Records Act, and elections. Respond tactfully, clearly, and professionally to inquiries from the public, staff, and elected officials. Understand and follow written and verbal instructions. Operate office equipment including computers, scanners, copiers, and multi-line phone systems. Prioritize tasks, meet deadlines, and work independently within established guidelines. Maintain confidentiality and handle sensitive information appropriately. Establish and maintain effective working relationships with staff, officials, and the public.

Education and Experience:

Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain this required knowledge would be: Equivalent to graduation from high school supplemented by courses in office practices and some clerical work experience is required . Must be able to type 35 words per minute.

Licenses/Certificates :

Possession of a valid Class C California Driver's License with a safe driving record is required or the ability to get from point to point for meetings and trainings.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment :

Work is performed primarily in a standard office environment with extensive public contact and constant interruptions.

Physical :

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision :

See in the normal visual range with or without correction.

Hearing :

Hear in the normal audio range with or without correction.