As-Needed Temporary Employee (Clerical and Administrative)

City-of-Santa-Clara-2; Santa Clara (CA); On-site; USD 25,000 - 58,000; Part time

Job summary

The City of Santa Clara is seeking to create a candidate pool for As-Needed Temporary Employees – Clerical and Administrative. Positions support general to routine office tasks across City Departments, including front-counter customer service and handling inquiries with discretion and confidentiality.

As-needed employees work in a fast-paced environment, may be limited to 999 hours per fiscal year (960 hours for certain retirees), and must complete the conditional offer process including

Qualifications

• Entry level requires high school diploma and 1 year general clerical experience with public contact.
• Journey and higher levels require 30 semester units and 1 year related experience; or two years advanced administrative experience.
• Proficiency in Microsoft Word and Excel.
• Ability to handle front counter and customer inquiries.

Responsibilities

• Types a wide variety of material including letters, reports, and forms.
• Performs front counter and telephone service and answers inquiries.
• Reviews and accepts permits and applications; may process subpoenas/warrants in some roles.
• Operates office equipment and basic data entry in financial systems.
• Maintains filing, mail distribution, and records management.

Skills

Customer service

Organization

Data entry

Office support

Research

Education

High school diploma or GED

30 semester units college/university

Tools

Microsoft Word

Microsoft Excel

Job description

The City of Santa Clara is looking to create a candidate pool for As-Needed Temporary Employees - Clerical and Administrative. The positions will assist with various clerical and administrative tasks, providing general to routine office support. This position may be hired in any of the City Departments depending on staffing needs. Duties include, but are not limited to: assisting with various administrative functions, assisting customers at the front counter and answering customer calls (which may include responding to customer complaints), assisting with research and/or report preparation, preparing correspondence, and assisting with other special projects as assigned. Candidates who will excel in this position possess exceptional organization and customer service skills. Candidates will work in a fast-paced environment and many need to manage multiple competing priorities simultaneously. Candidates should possess the ability to complete assigned tasks, sometimes independently, maintain confidentiality, and work with tact and discretion.

As-needed employment is temporary in nature, unbenefited, and subject to working 999-hours in a fiscal year or 960-hours for retired annuitants. As-Needed employees will be required to complete a formal interview and will be required to complete and successfully pass various components of the conditional offer process (i.e. LiveScan). As positions need to be filled, Departments will contact eligible candidates directly.

Additional Information

The salary range for this position is $18.20 - $42.00. The final rate for this position will depend on the selected candidate's experience and qualifications as well as the specific role being filled.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at [phone] or [e-mail].

Performs general clerical duties related to assigned functional area and department;

• Types a wide variety of material from rough draft or copy, marginal notes, or verbal instructions, including: letters, reports, legal documents, property descriptions, specifications, requisitions, warrants, vouchers, work orders, and various other forms, materials, and statistical data;
• Performs counter and telephone service, screening calls and answering inquiries involving routine departmental procedures, activities, and functions;
• Refers and occasionally reconciles complaints;
• Reviews and accepts requests, permits, and application forms;
• May receive and issue receipt for cash, currency, and checks;
• Operates duplicating equipment;
• Enters and retrieves data from an on-line financial system or personal computer following established formats;
• Operates facsimile or other equipment used in requesting and transmitting records or other information;
• Proofreads and checks typed and other materials for accuracy, completeness, compliance with City policies, and correct English usage including grammar, punctuation, and spelling;
• May receive, sort, distribute, and dispatch mail;
• Sorts, indexes, and files materials, using a variety of standard filing methods;
• Searches for and removes file material; prepares records for retention;
• Arranges routine material for typing;
• Maintains mailing lists;
• Prepares acknowledgments and replies from form letters;
• Secures, prepares, and copies standard departmental information and data, proceeding semi-independently to independently;
• Verifies columns of figures; checks and tabulates statistical data;
• Performs simple arithmetical calculations and posting work incidental to report or record-keeping preparation;
• Assists in researching cabinet and computer files, applying sometimes vague and incomplete information;
• Provides clerical assistance to others; responding to their appropriate requests for information and/or records;
• May operate adding, calculating, and other office machines and appliances;
• Orders supplies; coordinates repairs; audits invoices; matches invoices to purchase orders; deals with vendors;
• Operates personal computer equipment which utilizes word processing, spreadsheet, and other software applications;
• May compile, review for accuracy, and forward payroll documentation;
• May process subpoenas and/or warrants of arrest received from various courts;
• May operate satellite radio, using police or other radio codes;
• Uses specialized computer-based programs to prepare newsletters, transparencies and other presentation graphics and trains other employees to use those programs;
• Assists in the planning, preparation and presentation of material on various subjects;
• Takes responsibility for the collection of materials, formatting and final preparation of newsletters and other informative materials for dissemination to the public and other employees;
• Applies methods of problem-solving;
• Works under pressure of meeting deadlines;
• Receives and replies to oral and written requests for information of a specialized or confidential nature requiring the use of discretion and judgment;
• Uses appropriate formats in the development of reports;
• Uses good time management skills;
• Proofreads written materials;
• Attends and provides administrative support for committee and staff meetings;
• May coordinate projects or special events sponsored by the City;
• Develops survey tools;
• Makes inquiries and obtains information and documents in relation to research projects;
• Tabulates statistical data; performs mathematical calculations;
• May assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meeting as assigned; and
• Performs other related duties as assigned.

For entry level positions, graduation from high school or possession of a GED; and one (1) year of general clerical experience that includes public contact, and computer proficiency in Microsoft Word and Excel.

For journey and higher-level positions, completion of 30 semester units of college or university work in the areas of Business Administration, Public Administration, or a related field; and one year of progressively responsible investigation, coordination or technical report writing experience; or two years of advanced administrative experience including frequent public contact.

For entry and mid-level positions:

Knowledge of

• Office practices and procedures, including filing and the operation of standard office equipment;
• Correct English usage, including spelling, grammar, and punctuation;
• Business letter writing; the standard format for typed materials; and basic business arithmetic;
• Telephone procedures and etiquette.

Ability to

• Perform detailed clerical work accurately;
• Organize and maintain accurate office files;
• Compose routine correspondence from brief instructions;
• Sort and verify statistical and financial data;
• Spell correctly;
• Use proper English;
• Make accurate arithmetical computations;
• Use initiative and sound independent judgment within established guidelines;
• Operate standard office equipment, including a centralized telephone system;
• Use personal computers and applicable software;
• Effectively handle multiple priorities, organize workload, and meet strict deadlines;
• Understand and carry out oral and written instructions;
• Establish and maintain effective working relationships with those contacted in the course of work;
• Deal tactfully and courteously with others;
• Handle complaints in a thorough, professional manner;
• Work in a team-based environment and achieve common goals;
• Walk or stand for extended periods of time and bend, stoop, reach, carry, climb, and lift as necessary to perform assigned duties.

For journey and higher-level positions, the above plus:

• Principles of report writing
• Basic statistical methods
• Principles and practices of local governmental services and administration
• Office safety practices, procedures, and standards

Ability to

• Deal effectively and tactfully with the public and fellow employees
• Speak logically and clearly
• Follow oral and written assignments
• Compile and verify statistical, financial and other data
• Prepare and present clear and concise statistical and narrative reports
• Perform difficult clerical work using electronic word processing equipment
• Operate software programs including: Word, Excel, PowerPoint, Publisher, Access and Outlook
• Use correct punctuation, spelling, grammar and vocabulary in the English language
• Establish and maintain effective working relationships with those contacted in the course of work
• Deal tactfully and courteously with others
• Work in a team-based environment and achieve common goals
• Plan and organize work
• Exercise independent judgment and initiative with minimal supervision
• Effectively handle multiple priorities, organize workload and meet strict deadlines
• Interpret and apply specific laws, ordinances and regulations, instructions, rules and procedures
• Learn computer applications and systems as needed
• Train other employees, as required
• Bend, stoop, reach, carry, climb and lift as necessary to perform assigned duties