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Senior Office Assistant At City of Pasadena, CA

Location: Pasadena, California

Job Description

The City of Pasadena is currently seeking a skilled, enthusiastic and customer service oriented Senior Office Assistant to support the Customer Relations Team in the Department of Water and Power. The Senior Office Assistant performs complex and responsible administrative and operational support duties, and manages assigned administrative projects and small administrative programs.

IDEAL CANDIDATE
The ideal candidate possesses advanced technical clerical skills and has experience successfully managing a heavy workload in a fast-paced environment. Prioritization and the ability to work through distractions is a must to be successful in this role. Additionally, the ideal candidate demonstrates a high degree of personal organization, self-discipline, and dependability.

Essential Functions

The major responsibilities of this position are listed below. For more information, please review the job description.

  • Provide administrative, general clerical, logistical and technical support for department operations and/or department-specific programs.
  • Provide assistance to customers over the phone, via email and by representing the department at community events to provide information about program offerings.
  • Assist with developing program budgets and Requests for Proposals in compliance with established policies and procedures; processes requisitions, monthly invoices, purchase orders and assist with cashiering and billing.
  • Prepare and process a variety of personnel action forms, travel requests, fleet / parking placards requests, re-stocking of office supplies, order program-related equipment and responds to records requests.
  • Enter timesheet information for department employees, process overtime and time-off payments.
  • Assist with the development and implementation of programs to support the needs of the department's customers.
  • Assist with explaining various departmental program requirements to interested customers, facilitation of program enrollment on behalf of customers, assigning customers to specific programs, assigning work to an applicable contractor, follow-up on the status of enrolled customers and resolving general customer inquiries and complaints.
  • Verify customer information with accuracy and ensure compliance with applicable program rules.
  • Prepare memos, forms and other program documentation.
  • Gather, record and evaluate data.
  • Work closely with department managers to define and examine business and operational problems, process improvement opportunities and technical programs.
  • Make meeting arrangements including preparation and posting of agendas and notices.
  • Prepare and distribute agendas and supporting documents to appropriate parties.
  • May act as a lead to clerical staff.
  • May help with the organization of archived office documents, which including conversion of physical documents into digital documents.

Qualification Guidelines

COMPETENCIES
The following list represents the core competencies needed for success in this position.

Action & Results Focus - Initiating tasks and focusing on accomplishment.
Attention to Detail - Focusing on the details of work content, work steps, and final work products.
Informing - Proactively obtaining and sharing information.
Oral Communication - Engaging effectively in dialogue.
Customer Focus - Attending to the needs and expectation of customers.
Allocating Resources - Prioritizing the use of fiscal and material resources to maximize organizational effectiveness.
Using Technology - Working with electronic hardware and software applications.

EDUCATION AND EXPERIENCE

  • Graduation from high school or G.E.D. equivalent AND
  • Five years of progressively responsible experience in administrative, financial, technical and/or customer service support functions.
  • Experience in a public agency is preferred.
  • Completion of college-level course work is highly desirable and may be substituted for up to two years of the required experience on a year-for-year basis.

SELECTION PROCESS
The tentative selection process will consist of a training and experience evaluation, interview panel, department-level interviews and possibly an online Work Preferences Questionnaire and a work sample review.

THE VACANCY
There is currently one (1) vacancy in the Water and Power department. The position will support the Customer Relations section under the General Manager's Office. The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.

The probationary work period is one (1) year and the position is part of the LIUNA, Local 777 bargaining unit.

Special Requirements

Some assignments may require a valid California Class C driver's license and ability to comply with the City's Motor Vehicle Safety Policy during the course of employment.

Ability to type 45 words per minute with 95% accuracy. Click the link below to review detailed information regarding typing certificate requirements Typing Certificate. A typing certificate must be attached to the job application at the time of submittal. Hard copies will not be accepted.