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Office Assistant Part Time
Type: Part Time
Salary/Pay Rate: $24.01 per hour
Posted Date: 3/20/2017

The City of Cupertino Invites Applications for the Position of


Office Assistant Part Time 
Part-time, temporary, unbenefited position limited to no more than 995 hours per fiscal year 


The City of Cupertino is currently recruiting for a self-motivated, enthusiastic, and reliable part-time Office Assistant to assist with clerical duties.  


POSITION: Office Assistant Part Time 
(Part-Time Temporary, Non-Benefited Position, maximum 995 hours per fiscal year)


HOURS PER WEEK: up to 20 hours per week (4 to 6 hours per day)


SALARY RANGE: $24.01 per hour


FINAL FILING DATE: Open until filled


JOB DESCRIPTION
Under general supervision, the Office Assistant provides a variety of office support activities to an assigned department or function, which may include word processing, data entry and organization, telephone and counter reception, processing of documents, record keeping, and filing; creates routine forms, memoranda, correspondence, and/or reports; performs routine operation of equipment; provides information and assistance to staff and the general public; and performs related work as required.


Receives general supervision from assigned supervisory or management personnel. Functional or technical supervision may also be received from department staff. Exercises no direct supervision of staff.


Duties may include, but are not limited to:

  • Performs a variety of support duties related to the work unit to assist staff in routine office activities.
  • Answers the telephone; provides accurate information and answers general questions or forwards calls to appropriate staff person; takes messages as necessary.
  • Gathers information from a variety of sources for the completion and processing of forms, records, applications, etc...; contacts individuals to obtain additional information.
  • Maintains records and processes various forms, applications, permits or other documents specific to the organizational unit.
  • Types various documents from drafts, notes, dictated tapes or brief instructions, which may include correspondence, reports, records, forms, notices, meeting minutes, etc.; may compose routine correspondence and other documents as required.
  • Proofreads and checks typed and other 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/or spreadsheets.
  • Schedules appointments, procedures, activities, meetings, etc., as required.
  • May perform various bookkeeping tasks, which may include but are not limited to calculating monies due, collecting and receipting monies, processing reimbursements, preparing bank deposits, etc.
  • Provides information and assistance to City staff, other agency personnel, and the public, requiring the understanding of policies, procedures or rules.
  • 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, ordering and maintaining inventory of supplies and forms, etc.
  • May provide instruction and training to new, temporary or part-time staff as assigned.
  • Attends various meetings and training as required or appropriate.
  • Completes special projects as assigned.
  • Other duties as assigned. 

QUALIFICATIONS
Knowledge of:

  • Basic clerical practices and procedures, including the use of basic office equipment.
  • Basic record-keeping, report preparation and filing systems and methods.
  • Correct English usage, including spelling, grammar, punctuation and vocabulary.
  • Basic business arithmetic. 
  • Business letter writing and the standard format for typed materials.
  • Modern office practices, methods, and computer equipment and applications related to the work.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

  • Learn, understand, interpret and apply pertinent laws, codes, regulations, policies and procedures, and standards.
  • Performs detailed clerical work accurately.
  • Learn specialized processes, procedures and office support tasks related to the department to which assigned.
  • Perform work effectively despite frequent interruptions and the pressure of deadlines.
  • Understand and follow oral and written instructions.
  • Maintain accurate records and files.
  • Maintain confidentiality as required.
  • Type accurately at speeds necessary for successful job performance.
  • Operate modern office equipment including computer equipment and specialized software applications programs.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Deal tactfully and effectively with persons contacted in the course of work, including those of diverse socio-economic and cultural backgrounds.
  • Perform required mathematical computations accurately.

Education and Experience:
Minimum requirement is equivalent to completion of the twelfth grade and one year of general clerical experience. Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  


Licenses and Certifications:
Must possess a valid California driver’s license.


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, before groups, 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, typewriter 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 up to 25 pounds.


ENVIRONMENTAL ELEMENTS
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. 


THE SELECTION PROCEDURE
Applicants must complete an official City of Cupertino application and supplemental application and return it to Human Resources or apply online at www.calopps.org. Final Filing Date: Open until filled. Applications will be screened according to the qualifications outlined in this job announcement. Applicants possessing the most desirable qualifications will be invited to continue in the selection process, which may include a written examination and/or panel interview. An eligible list will be established as a result of this process and will remain in effect for 3 months from the date established. 


The City of Cupertino is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religion, color, sex (including gender and pregnancy), sexual orientation (including heterosexuality, homosexuality, and bisexuality), national origin, ancestry, citizenship status, uniformed service member status, marital status, pregnancy, age, medical condition, genetic characteristics, and physical or mental disability. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Cupertino Human Resources upon submittal of application. Documentation of the need for accommodation must accompany the request. AN EQUAL OPPORTUNITY EMPLOYER

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