Office Assistant, Community Services

City of Santa Clarita; Santa Clarita (CA); On-site; USD 41,000 - 56,000; Full time

Job summary

City of Santa Clarita is seeking a clerical and customer service professional to support the Recreation and Community Services division. The role covers Newhall and Canyon Country Community Centers, youth programs, and related events.

The position involves typing, proofreading, calendar management, and handling purchase orders; bilingual English/Spanish is highly desirable, with potential evening or weekend shifts.

Qualifications

• High School Diploma or GED required.
• One year of clerical support experience preferred in a large organization.
• Bilingual English/Spanish highly desirable.
• Valid California Class C driver license or ability to use transportation.
• Excellent communication, proofreading, and editing skills.

Responsibilities

• Provide clerical and customer service support by phone, in person, and email for Newhall and Canyon Country Community Centers.
• Type, proofread, and edit documents, reports, and marketing materials; update program webpages.
• Coordinate information flow within the division and disseminate updates to staff.

Skills

Clerical support

Customer service

Communication

Proofreading

Microsoft Office

Education

High School Diploma or GED

Tools

Zoom

Microsoft Outlook

Word

Excel

Job description

Under the direction of the Community Services Manager in the Recreation and Community Services department, this position is responsible for providing a wide range of clerical and customer service support for the manager and staff who oversee the following areas: the Newhall and Canyon Country Community Centers, neighborhood engagement programs, Drug Free Youth (DFY) in Santa Clarita Valley (SCV) Drug Prevention Program, Youth in Government, Teen Diversion Program, Youth Employment Services, and other related events, classes, and offerings. The position promotes service excellence in a diverse community by ensuring consistency and professionalism across City documents, marketing materials, and communications.

This position may be required to work varying hours, including nights, weekends, and holidays as needed.

Duties and Responsibilities:

• Provides exceptional clerical support and customer service to staff and the public by phone, in-person, and through e-mail communications at the Newhall Community Center and the Canyon Country Community Center.
• Types, proofreads, and edits a variety of documents, reports, general correspondence, memorandums, and marketing materials, such as flyers and newsletters; maintains and updates program webpages.
• Coordinates the flow of information and communication throughout the division by distributing updates, directing questions to appropriate staff, and ensuring information is shared accurately and in a timely manner.
• Monitors and tracks expenditures for administrative accounts, reviews account balances and spending trends, prints reports, and provides financial updates to management.
• Maintains calendars and schedules for the division manager and administrator.
• Processes purchase orders, requisitions, invoices, and payments.
• Plans and coordinates a variety of staff events, meetings, and activities.
• Assists with facility reservations and service requests.
• Tracks, inventories, orders, and organizes office supplies, uniforms, and equipment.
• Assists with records management functions for program areas, including tracking records and preparing files for annual destruction.
• Assists with the coordination of division meetings, including agenda preparation.
• Provides back-up front counter and phone coverage.
• Performs other duties as assigned.

Requirements and Qualifications:

• High School Diploma or a GED equivalent.
• One year of clerical support experience, preferably in a large organization supporting a division and/or multiple employees.
• Experience in community services programming is highly desirable.
• Bilingual in English and Spanish is highly desirable.
• A valid Class C California driver license or the ability to utilize an alternative method of transportation to carry out job-related functions.
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered.
• Excellent communication skills; knowledge of basic math, business English, and spelling; strong understanding of grammar and punctuation rules; and the ability to proofread and edit correspondence for accuracy.
• Ability to provide excellent customer service to staff and the public, including the ability to effectively handle conflicts and complaints from upset customers; ability to understand, interpret, and explain City policies, regulations, and procedures to others.
• Strong interpersonal skills and the ability to establish and maintain effective working relationships with coworkers and be a team player.
• Strong organizational and time-management skills, with the ability to coordinate multiple projects simultaneously, meet deadlines amid frequent interruptions, and adapt to changing priorities.
• Strong attention to detail and the ability to maintain accurate records and organized filing systems.
• Strong problem-solving skills, including the ability to take initiative to resolve problems as they arise.
• Ability to work independently and contribute to a cohesive team.
• Strong computer skills and proficiency in Zoom and Microsoft Outlook, Word, and Excel, and other computer software.
• Ability to understand, interpret, and explain City and department policies, regulations, and procedures to others.
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds.

The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.

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.

In compliance with the California law, positions working with children are required to be mandated child abuse reporters. A mandated reporter is an individual who is obligated by law to report suspected cases of child abuse and neglect.

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. Before entering upon the duties of employment, all public employees 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.

The City of Santa Clarita is an Equal Opportunity Employer.