Clerical Assistant II

City of Alhambra; Alhambra (CA); On-site; USD 69,000 - 73,000; Full time

Job summary

The City of Alhambra is seeking a Clerical Assistant II/III in the Community Development Department. The role involves performing moderately difficult clerical work, maintaining records, and assisting the public with information on department policies and procedures.

Requires one year of clerical experience, a high school diploma, and a 45 wpm typing certificate. The position emphasizes independent judgment, initiative, and ability to work with limited supervision.

Qualifications

• One year of general clerical experience with included frequent public contact.
• Valid typing certificate with a net minimum speed of at least 45 wpm.
• Knowledge of modern office procedures, methods and computer equipment.
• Ability to learn and apply rules and procedures and work independently.

Responsibilities

• Perform moderately difficult to complex clerical duties and routine technical work; evaluate and compile information from materials and records.
• Provide information to the public and interdepartmental personnel requiring judgment and interpretation of laws, policies, and procedures.
• Prepare, process and maintain documents including payroll, personnel records, resolutions/ordinances, invoices, permits and reports.
• Operate office machines and input data on computer terminals; type and tabulate routine material.

Skills

Public contact

Clerical skills

Independent judgment

Initiative

Education

High school diploma / completion of twelfth grade

Tools

Word processing

Computer skills

Job description

THIS POSITION WILL BE ASSIGNED TO THE COMMUNITY DEVELOPMENT DEPARTMENT

The top salary range for this position currently reaches $69,933.53, PLUS an excellent benefits package! The position will receive a 5.0% salary increase in July 2027, bringing the top step salary to $73,430.15.

To perform a variety of moderately difficult to complex clerical duties requiring considerable program knowledge, the technical evaluation of information, and the use of advanced clerical skills; and to provide lead supervision to others engaged in clerical activity as assigned.

Positions allocated to this class are distinguished from the Clerical Assistant I classes by the performance of duties involving the exercise of a greater degree of independent judgment, technical knowledge and initiative with a minimum of direction and supervision. Incumbents are assigned primary responsibility for maintaining records, carrying out procedures and effecting public contacts which require considerable knowledge of department procedures and office policies. Incumbents are expected to deal with the public and solve most work-related problems independently and refer to supervisory personnel only those matters which involve policy interpretation or decision, technical questions and unusual public relations problems. Although the Clerical Assistant II and III are flexibly staffed, some positions may be permanently assigned to the II level.

Depending on assignment, duties may include, but are not limited to the following:

• 1. Perform moderately difficult to complex clerical duties and routine technical work; evaluate and compile information from a variety of materials, documents and records; apply knowledge of policies, procedures and applicable regulations to complete work.
• 2. Provide information to the public and interdepartmental personnel which requires judgment and the interpretation of technical information, laws, policies, and procedures pertinent to area of specialization.
• 3. Prepare, process and maintain a variety of documents including departmental payroll, personnel records, resolutions/ordinances, insurance claims, purchase requisitions, invoices, permits, library documents and reports.

Representative Duties:

• 1. Compose, format and type a variety of correspondence, standard forms, charts, proposals and specifications from verbal instructions or written copy; proofread for correct grammar, spelling and punctuation.
• 2. Sort and file a variety of materials and documents including correspondence, contract documents and client case information; maintain files or indexes; purge file system and ensure the destruction or microfilming of purged records as appropriate.
• 3. Receive or prepare a wide variety of documents including financial/statistical records, bills, invoices and vouchers; record inspection notes in building/development files; stamp, assemble, match, sort and tabulate data; check data and documents for completeness and accuracy.
• 4. Operate a variety of office machines and equipment; may operate a standard typewriter and/or word processor/computer in the preparation, processing and maintenance of documents; input, type, and tabulate routine material on computer terminals and calculating machines.
• 5. Greet the public by phone and in person; respond to inquiries; explain forms such as permit applications; provide appropriate information relative to departmental policies.
• 6. May train, supervise and review the work of temporary or permanently assigned clerical program support personnel.
• 7. May handle confidential information regarding controversial matters or affairs of a sensitive nature and diverse implications.
• 8. Provide temporary and/or vacation relief in similar occupational fields as necessary.
• 9. Perform related duties and responsibilities as required.

Education/Experience:

One year of general clerical experience with included frequent public contact. Equivalent to completion of the twelfth grade.

Knowledge:

Modern office procedures, methods and computer equipment; principles of business letter writing and basic report preparation; principles and procedures of record keeping; English usage, spelling, grammar and punctuation; basic mathematical principles.

Ability to:

Learn and apply the rules, regulations, policies and procedures applicable to the office, work area or department to which assigned; perform a wide variety of difficult and responsible clerical work; work independently in the absence of supervision; understand and follow oral and written instructions; establish and maintain records and files; assemble data and compile report information; type at a speed necessary for successful job performance; respond to requests and inquiries from the general public with courtesy and tact; perform arithmetic calculations quickly and accurately; communicate clearly and concisely, both orally and in writing; establish and maintain cooperative working relationships with those contacted in the course of work.

A valid typing certificate with a net minimum speed of at least 45 wpm.

PHYSICAL DEMANDS:

Ability to lift up to 15 pounds is required. Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, crouching and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in retrieving and entering data using a computer keyboard. Additionally, the position requires near and far vision in reading work related documents and using the computer, and acute hearing is required when providing phone and personal service.

WORK ENVIRONMENT:

Employee generally works indoors. Environment is generally clean with limited exposure to conditions such as dust, fumes, or odors. Noise level in the work environment is usually moderate but the employee may occasionally be exposed to loud talking and interruptions from telephones and/or members of the public.

NOTE:

The duties, skills, and demands described here are representative of those that must be met to successfully perform the essential functions of the job. When appropriate, reasonable accommodations may be made to enable individuals with a disability to perform the essential functions of the position.

SELECTION PROCESS:

Applications will be screened for qualifications and appropriate background and only the most qualified will be invited to participate in the examination process. Successful candidates must achieve a minimum passing score in each of the test components. Applicants will be notified by mail as to the test date, time, and location. The examination process will include:

• Typing Certificate Pass/Fail
• Written Exam Pass/Fail
• Oral Interview 100%

Candidates will be required to pass a City administered pre-employment physical and may be required to pass a thorough background investigation and polygraph examination as part of the Selection Process. Candidates who do not pass will be disqualified and removed from the eligibility list.

ACCOMMODATION:

Applicants with legal disabilities who require special testing arrangements must contact the Human Resources Department at least five (5) business days prior to the examination date.

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.

The City of Alhambra is an Equal Employment Opportunity Employer. The U.S. Equal Employment Opportunity Commission (EEOC) is responsible for enforcing federal laws that make it illegal to discriminate against a job applicant or an employee because of the person's race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.