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Office Assistant III (19865966) At City of Mountain View

Location: Mountain View, California

Job Description

This Role
We want a collaborative, highly motivated, and innovative individual who possesses strong technical skills as well as
exceptional interpersonal skills to join the Mountain View team in our service-oriented, and enterprising work environment.
This recruitment will establish a list to fill two anticipated vacancies, pending the 2019-20 Fiscal Year City Council budget
approval, in the City Manager’s Office and the Information Technology Department, as well as future vacancies in the Office
Assistant III classification.

City Manager’s Office: This is a full-time front-line position providing clerical and administrative support to the three high-
functioning divisions of the City Manager’s Office: City Management, Human Resources, and Sustainability. In the City
Manager’s Office, you will work in a fast-paced and high-volume, professional environment supporting internal staff and
initiatives across the organization and will be in a key administrative role, helping to provide essential public services to
residents, businesses, and City staff.

Information Technology Department: This is a full-time front-line position providing clerical and administrative support to
the IT Department. In the IT Department, you will work in a dynamic, team-oriented, environment that provides in-house IT
services to hundreds of users along with exceptional customer service to City staff. This clerical position is fundamental in
assisting the team to promote a cooperative and innovative approach to problem solving and ensures that the needs of both
internal and external customers are met.

To learn more about each department, please visit our website at www.mountainview.gov. You can review the detailed job
description for Office Assistant III on the City’s website here.

What You Bring 

Two years of increasingly responsible clerical and administrative office support experience

Equivalent to the completion of the 12th grade

Bonus Points 

Coursework in office or business management is highly desirable

Experience working in the public sector

Who You Are 

You are able to juggle multiple assignments in a fast-paced, dynamic work environment 

You are detail-oriented and have strong organizational skills 

You strive to help people and take initiative to get the job done 

You are a diligent worker with a positive attitude and willingness to learn


You strive to help people and take initiative to find the answer in creative ways 

You have patience, strong active listening skills and the ability to adapt/respond to diverse patron needs. 

You can communicate clearly and concisely, both orally and in writing 

You have a gift for organizing and updating files, information and data 

You are eager to learn new software programs related to Citywide procedures


What You’ll Do 

Perform a wide variety of general clerical duties, including filing (paper and electronic), billing, note-taking, posting
public notices, scheduling meetings and assisting with mass mailings 

Assist with a variety of financial-related tasks and responsibilities 

Work with Microsoft Excel, Word, and Outlook applications, as well as the Department’s software. 

Respond to inquiries with exceptional customer service, on the telephone, through e-mail and in person, and refer to

appropriate staff members for more specific information as appropriate 

Type and track correspondence, reports, notices, and mailings frequently requiring independent judgement 

Collect, check, and tabulate data 

Prepare routine reports/spreadsheets 

Maintain a variety of records and files

For the City Manager’s Office: 

Provide administrative and clerical support to the three divisions within the City Manager’s Office: City

Management, Human Resources, and Sustainability 

Answer all divisions’ phones and provide information or referrals to resolve customer issues 

Schedule meetings among City staff or between the City Manager’s Office team and external constituents 

Process interoffice and external mail, monitor and address messages sent to the City Manager’s e-mail box, route

contracts, order supplies, process invoices and perform other administrative tasks 

Assist in outreach and notifications for City events 

Track program budget for the Sustainability Division 

Make basic updates to Sustainability website, including posting meeting notices 

Process contracts, including gathering insurance and other required documents from consultants 

Coordinate request for proposal process 

Post public meeting agendas 

Greet visitors 

Provide backup support to the Executive Assistant and City Clerk’s Office as needed 

Proofread documents 

Conduct basic research 

Assist HR with clerical recruitment support 

Create new hire personnel files and pull termed files for scanning and storage 

Assist in drafting reports, letters, and other correspondence, including weekly updates to the City Council and

compilation of responses to Council questions related to items on their public meeting agenda 

Assist staff with administering department policies and initiatives

For the Information Technology Department: 

Perform clerical and administrative duties with speed and accuracy 

Assist in the preparation of contracts for products and professional services used by the IT Department 

Assist with the inventory management processes for the City’s IT systems 

Create requisitions in OneSolution financial system 

Order office supplies online and via OneSolution system 

Interact with vendors regarding price quotes and invoices 

Process invoices for payments and work closely with Accounts Payable personnel 

Update Excel and Word documents with department accounting activity


What We Offer 

Comprehensive benefits package, including generous paid leave and group health coverage 

CalPERS retirement (2.7% at 55 formula for classic members; 2% at 62 for new members); employees contribute 11.5%
for classic members; 10.5% for new members to CalPERS with no Social Security deduction 

Opportunity to utilize $2,000 in tuition reimbursement for education advancement annually, with an additional one-
time opportunity for up to $20,000 for the completion of a work-related Bachelor’s or Master’s degree 

Up to $100/month City contribution for mass transit expenses, with $10/month minimum employee contribution 

Employee appreciation days and activities 

Wellness culture, including access to the employee gym and incentive pay for participating in the City’s wellness
program


Are You Ready? Apply.

Submit your complete application, resume and supplemental questions online at www.calopps.org or to the Human
Resources Division; City of Mountain View, 500 Castro Street, Mountain View, CA 94041, (650) 903-6309. Please provide a
valid e-mail address on your application.

Application Deadline: This recruitment will end either at 5:00 p.m. PST, Tuesday, June 25, 2019, or after 75 applications
have been received, whichever occurs first. Qualified candidates are encouraged to apply early!

Interview Process
Candidates with the most relevant qualifications will be invited to the following process: 

Skype Interviews – Depending on the number of candidates, the first round of interviews may be conducted via
Skype. 

Oral board interview (weighted 100%). 

Department interview – Select candidates who pass the oral board interview may be invited to interview with the

City Manager’s Office or Information Technology Department staff for a more in-depth discussion regarding the

position and their specific qualifications for the position.

Depending on the number of applications, the above process may be altered.

Fine Print.
  • Two vacancies for Office Assistant III are pending Council approval on June 18, 2019.

Candidates with a disability who may require special assistance in any phase of the application or testing process should advise the Human
Resources Division upon submittal of application. Documentation of the need for accommodation must accompany the request. The City
of Mountain View is an Equal Opportunity Employer (EOE).

Prior to hire, candidates will be required to successfully complete a preemployment process, including employment verification and a
Department of Justice (DOJ) fingerprint check. A conviction history will not necessarily disqualify an applicant from appointment;
however, failure to disclose a conviction will result in disqualification or termination.


NOTE: The provisions of this bulletin do not constitute an expressed or implied contract, and any provisions contained in this bulletin may
be modified or revoked without notice.

CITY OF MOUNTAIN VIEW
OFFICE ASSISTANT III
Supplemental Questionnaire


Please answer the following questions and submit with your application. Please limit your
responses to one page per question or less.


1. What is your preferred area of interest?

a. City Manager’s Office

b. Information Technology

c. No preference


2. List the computer software programs you are familiar with (e.g., Microsoft Excel, Word, Outlook, etc.), your

years of experience working with each program, the position(s) you used each program, and describe the

tasks performed with each of the programs.

3. Please briefly describe your clerical experience, including years of experience and your scope of
responsibilities.


4. Describe the customer service responsibilities of your current/previous jobs and include the years of

experience for each job. Include how many customers you typically deal with on a daily basis, as well as the

means of communication (in person, by phone, e-mail, etc.).