Office Assistant, Building and Safety

City of Santa Clarita; Santa Clarita (CA); On-site; USD 38,000 - 48,000; Full time

Job summary

The City of Santa Clarita's Building & Safety Office seeks an Office Assistant to provide clerical support in a fast-paced, customer-service oriented environment. You will use GIS and records systems to produce documents for the public and staff, manage records, mail, calendars, and scheduling of inspections, and assist residents and contractors with inquiries.

Ideal candidates have a High School Diploma or GED and at least one year of clerical or customer service experience.

Qualifications

• High school diploma or GED required.
• One year of clerical support or customer service in a fast-paced environment.
• Experience or familiarity with construction plans is desirable.
• Strong written communication and proofreading skills.

Responsibilities

• Provide clerical support for the Building & Safety division and handle records management.
• Operate the GIS and records systems to produce documents for the public and staff.
• Answer phones, sort mail, schedule inspections, and assist residents and contractors.
• Assist staff and public with questions by phone, email, and in person; file and edit documents.
• Maintain calendars and support internal administrative functions.

Skills

Customer service

Time management

Communication

Attention to detail

Teamwork

Microsoft Office

Education

High School Diploma or GED

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The Office Assistant position in Building & Safety is responsible for providing a wide range of clerical support in a fast-paced, customer-service-oriented environment, with a high-volume workload and time-sensitive deadlines.

Duties and Responsibilities

• Utilizes the City's Geographic Information Systems (GIS) application and records management system to produce requested documents for the public and staff; collaborates with the City Clerk's office in responding to public records requests
• Provides records management functions for the division, including tracking records and preparing files for the annual destruction process; scans and indexes documents for electronic storage; gathers, formats, and transfers electronic documents
• Provides clerical support for the division, including answering phone calls; receives, sorts, and processes mail; orders supplies; maintains calendars; schedules inspections; and provides information to residents, contractors, and staff in a timely and professional manner
• Assists staff and the public with questions and problems and provides information by phone, email, and in-person; assists in answering calls and responding to messages to the inspection hotline and Building & Safety main line
• Types, proofreads, and edits a variety of documents, reports, and general correspondence
• Provides backup clerical support to the division’s Administrative Assistant and administrative support team, as needed
• Performs other duties as assigned
• High School Diploma or a GED equivalent
• One year of clerical support or customer service experience in a fast-paced, professional environment
• Experience or familiarity with construction plans is desirable
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
• Strong written communication skills and knowledge of business writing, spelling, grammar, and punctuation rules, and the ability to correctly proofread and edit correspondence for accuracy and relevance
• Strong verbal communication skills and the ability to understand, interpret, and explain City policies, regulations, and procedures to staff and the public
• Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint; quick learner with the ability to learn additional software tools and databases
• Strong customer skills and the ability to provide excellent customer service to employees and the public, including the ability to handle concerns in a timely and professional manner
• Ability to manage time effectively, coordinate multiple projects simultaneously, work in an environment with constant interruptions, consistently meet deadlines, and be flexible to changing priorities
• Strong attention to detail and the ability to produce work that is accurate, thorough, and complete
• Strong file management skills and the ability to set up and maintain effective tracking and filing systems
• Strong interpersonal skills and the ability to establish and maintain effective working relationships and be a team player
• Self-motivated, proactive, and the ability to work both independently and as part of a cohesive, collaborative team
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds

All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.

As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.

Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.

For more information and to apply online please visit www.santaclarita.gov. The City of Santa Clarita is an Equal Opportunity Employer