Office Assistant I/II - Planning

JOB
Connected by Amazing EmployeesThe City of Murrieta is accepting applications for the position of Office Assistant I/II to fill one (1) current vacancy in our Building & Safety Division of the Development Services Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.POSITIONThe City of Murrieta is seeking a customer service-oriented and highly organized professional to serve as an Office Assistant I/II within the Development Services Department. This position provides essential administrative and customer support functions shared between the Building & Safety and Planning Divisions. The ideal candidate will thrive in a fast-paced public service environment and demonstrate strong communication, multitasking, and organizational skills while assisting residents, developers, contractors, consultants, and City staff. This role plays an important part in supporting daily operations, coordinating permit and development-related processes, and helping ensure efficient, responsive, and professional service to the community.DEFINITIONUnder immediate (I) to general (II) supervision, performs a variety of routine to moderate office support activities for an assigned City department or division, which may include word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices, record keeping, report preparation, and filing; provides information to the public and City staff; and performs related work as required. SUPERVISION RECEIVED AND EXERCISEDReceives immediate (Office Assistant I) to general (Office Assistant II) supervision from assigned supervisory or management staff. Exercises no direct supervision over staff. CLASS CHARACTERISTICSOffice Assistant I - This is the entry-level classification in the office support series. Initially under close supervision, incumbents learn and perform routine administrative and office support duties, including document preparation, record-keeping, researching, compiling, and organizing information from various sources, screening telephone calls, visitors, and mail, and directing questions to the appropriate staff. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Office Assistant II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained as they arise. Office Assistant II - This is the fully qualified journey-level classification in the office support series. Positions at this level are distinguished from the Office Assistant I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Positions in the Office Assistant I/II class series are flexibly staffed; positions at the Office Assistant II level are normally filled by advancement from the Office Assistant I level; progression to the Office Assistant II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the Office Assistant II level. ESSENTIAL FUNCTIONSManagement reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations consistent with the Americans with Disabilities Act (ADA) and California Fair Employment and Housing Act (FEHA) to enable qualified individuals to perform the position’s essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role’s overall responsibilities.Performs a variety of support duties related to the work unit to assist staff in routine office activitiesGathers information from a variety of sources for the completion of forms, records, applications, and other documents; contacts individuals to obtain additional information as neededProcesses various forms, applications, permits or other documents specific to the organizational unit; maintains records and files; tracks documents and generates reportsUses word processing software to produce various documents from drafts, notes, dictation, or brief instructions, which may include correspondence, reports, records, forms, notices, meeting minutes, etc.; may compose routine correspondence and other documents as requiredPerforms 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, and ordering and maintaining inventory of supplies and forms; processes and tracks purchase ordersProofreads and checks materials for accuracy, completeness and compliance with departmental policies and regulationsEstablishes and maintains office files, and researches and compiles information from such filesEnters and retrieves computer data; generates routine computer reports and spreadsheetsPrepares and distributes public hearing notices related to various department services and programsProvides professional and courteous customer service at all times; greets and assists office visitorsAnswers the telephone; provides accurate information and answers general questions or forwards calls to appropriate staff person; takes messages as necessary; may use radio equipment to communicate with field personnelPerforms various bookkeeping tasks, including but not limited to calculating monies due, collecting and receipting monies, reconciling credit card statements, processing reimbursements, preparing bank deposits, completing check requests, and processing and tracking invoicesSchedules, coordinates and assists in setting up rental facilities for City and public; processes applications; ensures proper insurance documents; maintains facility calendar; responds to questions; processes refunds; opens and secures assigned facilities; arranges for facility and equipment set up in accordance with customer needs for classes, rentals, meetings, and special events; monitors the proper and safe use of City facilities by the general public and ensures adherence to rules and policies; ensures the cleanliness and safety of facilities throughout the daySchedules appointments, procedures, activities, and meetings as required; maintains calendarsProvides information and assistance to City staff, other agency personnel, and the public, requiring the understanding of policies, procedures or rulesAttends various meetings and training as required or appropriateCompletes special projects as assignedMonitors and ensures office equipment is properly maintained and functional; coordinates service callsObserves and complies with all City and mandated safety rules, regulations, and protocolsPerforms other duties as assigned

EXAMPLE OF DUTIES
EDUCATION AND EXPERIENCEAny combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes: Office Assistant I/II - High School Diploma or equivalent (GED), andOffice Assistant I - One (1) year of general clerical or office support experience, orOffice Assistant II - Three (3) years of responsible general clerical or office support experienceLICENSES AND CERTIFICATIONSAbility to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.SPECIAL REQUIREMENTSDisaster Service WorkersIn accordance with government code 3100, "Disaster Service Workers" (DSW) during emergencies. This law stipulates that public employees can be assigned to emergency activities to support the public's health, safety, and property during natural, man-made, or war-caused disasters.Tier 1 – Basic Pre-Employment RequirementsFinal candidates must successfully complete a basic pre-employment screening process, which includes a Department of Justice Live Scan (DOJ/LS) background check and a non-safety pre-employment physical examination to ensure the ability to perform the essential functions of the position, with or without reasonable accommodation.

SUPPLEMENTAL INFORMATION
APPLICATION PROCEDUREA City application form must be submitted online. Applicants can apply online at www.MurrietaCA.gov.SELECTION PROCESSCandidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most qualified candidates will be invited to continue in the selection process. The examination process may include a combination of appraisal interviews, performance tests, and writing exercises designed to evaluate the candidates' skills, training, and experience. Successful candidates will be placed on an eligibility list. The City reserves the right to merge eligibility lists as needed. Final selection is contingent upon successful completion of all required pre-employment requirements. EQUAL EMPLOYMENT OPPORTUNITYThe City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.THE COMMUNITYLocated just north of San Diego County, the city of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.FLSA Status: Non-Exempt Organization: Murrieta General Employees Association Adopted: 6/2018