Office Assistant I/II

Office Assistant I – Job Description

Position Summary

Office Assistant I is an entry-level clerical classification responsible for performing routine administrative and office support tasks. Employees work under close supervision while learning departmental procedures and office operations.

Essential Duties & Responsibilities

• Perform routine clerical duties for the assigned department or program.
• Type, proofread, and process basic documents including correspondence and forms.
• Answer telephones and respond to inquiries from the public.
• Provide information regarding department programs and procedures.
• Issue and receive applications, permits, and other forms.
• Assist with enrollment of participants in programs.
• File, scan, copy, and maintain records and documents.
• Enter and verify information in databases and records systems.
• Sort and distribute incoming and outgoing mail.
• Assist with meeting arrangements and office event preparation.
• Maintain statistical records and assist with simple reports.
• Perform other related clerical duties as assigned.

Knowledge Requirements

• English grammar, spelling, punctuation, and basic writing skills.
• Standard office procedures and equipment.
• Basic arithmetic principles.

Skills & Abilities

• Perform routine clerical work including filing, proofreading, and data entry.
• Verify and check records and data for accuracy.
• Communicate clearly both orally and in writing.
• Perform basic mathematical calculations.
• Operate office equipment such as copiers, calculators, and fax machines.
• Use computer software such as word processing, spreadsheets, and databases.
• Build and maintain positive working relationships with coworkers and the public.

Education & Experience

Education:
High school diploma, GED, or equivalent.

Experience:
No prior experience required.

Office Assistant II – Job Description

Position Summary

Office Assistant II is the journey-level classification in the Office Assistant series. Employees perform the full range of clerical and administrative duties with minimal supervision. Positions are typically filled through promotion from Office Assistant I or by candidates with related experience.

Essential Duties & Responsibilities

• Perform general clerical duties related to the assigned department.
• Type, proofread, and process documents such as correspondence, memos, and statistical charts.
• Answer telephones and provide information to the public regarding department programs and policies.
• Assist with enrollment of participants in department programs.
• Process applications, permits, licenses, and other forms.
• Process bills, record payments, and issue delinquent notices.
• Collect and process fees and charges for permits and services.
• Register participants in city programs.
• Schedule inspections and appointments.
• Perform routine clerical tasks including filing, copying, scanning, billing, and data entry.
• Maintain alphabetical and cross-referenced filing systems.
• Maintain statistical records and prepare simple reports.
• Track program transactions and administrative records.
• Assist with financial processing and program management tasks.
• Sort and distribute mail and manage postage logs.
• Order office supplies and process expense claims.
• Assist with meeting arrangements and special event setup.
• Perform other related duties as assigned.

Additional Duties (Records Management Assignment)

When assigned to records management, duties may include:

• Process records for storage or destruction according to retention schedules.
• Maintain alphabetical and cross-referenced filing systems.
• Track record retrieval requests and file movement.
• Verify contents of records transferred for storage.
• Input records information into the Electronic Document Management System (EDMS).
• Prepare documents for scanning and maintain scanning logs.
• Perform quality checks on scanned documents.
• Assist with troubleshooting records imaging systems.
• Provide guidance to departments regarding records management procedures.

Knowledge Requirements

In addition to Office Assistant I knowledge:

• Department procedures, operations, and program details.

Skills & Abilities

• Perform the full range of office assistant duties independently.
• Use computers to produce reports, charts, spreadsheets, and documents.
• Maintain databases and records systems.
• Provide customer service to the public and internal staff.

Education & Experience

Education:
High school diploma, GED, or equivalent.

Experience:
One year of clerical or administrative experience similar to an Office Assistant I role.

Pay: $21.00 - $25.00 per hour

Application Question(s):

• Are you comfortable to do Mon-Thu 7:30AM- 6 PM Shift?

Ability to Commute:

• Palmdale, CA 93550 (Required)

Work Location: In person