Office Assistant, Human Resources

City of Santa Clarita; Santa Clarita (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

The City of Santa Clarita seeks an Office Assistant to provide broad clerical support for the Human Resources division in a fast-paced environment with a high-volume workload and tight deadlines.

Key duties include answering calls, greeting visitors, scheduling meetings, handling mail, preparing documents, generating reports, and maintaining records. The role requires strong organizational skills, confidentiality, and customer service excellence.

Qualifications

• High school diploma or GED required.
• Minimum one year of clerical support experience.
• Bilingual in English and Spanish is desirable.
• Strong written communication and proofreading skills.

Responsibilities

• Provides clerical support, including answering calls, greeting visitors, mail handling, and supplies.
• Maintains calendars and assists with meeting scheduling.
• Assists staff and the public with questions at the public counter and over the phone.
• Assists with interviews, exams, and verification of employment as needed.
• Types, proofs, edits, and mails diverse documents and correspondence.
• Generates reports, spreadsheets, and databases using multiple software.
• Handles confidential forms and inventory, audits as required.
• Supports evaluation processes and forecasting reports for distribution.
• Performs records management and public records requests with City Clerk’s Office.
• Processes invoices and tracks division budget expenditures.
• Coordinates printer and facility work orders.

Skills

Clerical skills

Customer service

Microsoft Office

Bilingual (English/Spanish)

Communication skills

Data entry

Education

High School Diploma or GED

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Smartsheet

Canva

Job description

The Office Assistant position provides a wide range of clerical support for the Human Resources division in a fast-paced, customer-service-oriented environment with a high-volume workload while meeting time-sensitive deadlines.

Duties and Responsibilities

• Provides clerical support, including answering incoming phone calls and greeting visitors for the division and for City Hall as needed; receiving, sorting, and processing mail; and ordering and maintaining division supplies
• Maintains calendars; assists with scheduling, preparation, and setting up for meetings
• Assists staff and the public with questions and concerns by phone and in-person at the public counter; provides information about the City’s programs and procedures
• Assists candidates for interviews and facilitates exams, when applicable
• Responds to verbal and written verifications of employment
• Types, proofreads, edits, and mails a variety of documents, forms, reports, letters, and general correspondence
• Generates and oversees a variety of reports, spreadsheets, and databases using multiple computer applications and software
• Processes a variety of confidential forms, including City's Personal Information Change Forms
• Assists with the City’s Access Device Program; assists with keeping up-to-date inventory and tracks daily requests; conducts periodic audits
• Receives and tracks employee performance evaluations; calculates performance evaluations dates; generates forecasting reports for distribution
• Performs records management functions for the division, including creating and maintaining files, tracking records, preparing files for annual destruction, and partnering with the City Clerk’s Office to fulfill public records requests
• Submits and codes division invoices; assists with tracking division budget expenditures
• Coordinates work orders for printer and facility repairs
• Performs other related duties as assigned
• High School Diploma or GED equivalent
• One year of clerical support experience in a professional office environment
• Bilingual in English and Spanish 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 basic math, business English, spelling, grammar, and punctuation rules, as well as the ability to correctly proofread and edit correspondence for accuracy and relevance
• Strong verbal communication skills and the ability to professionally communicate with varying levels of leadership and employees at all levels of the organization and the public; kind, approachable communication style
• Strong work ethic; reliable and dependable with the ability to appropriately handle sensitive information using professional judgment and confidentiality
• Strong organizational and time-management skills, with the ability to coordinate multiple projects, adapt to changing priorities and frequent interruptions, and consistently meet time-sensitive deadlines with a positive and solutions-oriented approach
• Strong customer service skills and the ability to provide excellent service to staff and the public, including the ability to effectively handle conflicts and concerns from upset customers; ability to understand, interpret, and explain City policies, regulations, and procedures to others
• Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public and be a team player
• Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, Excel, and PowerPoint; quick learner with ability to learn additional software tools, such as Smartsheet, Canva, and other databases
• Strong file management skills and the ability to set up and maintain effective tracking and filing systems
• Strong attention to detail and the ability to produce work that is both accurate and complete
• Self-motivated and the ability to work both independently and as part of a cohesive 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. 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.

The City of Santa Clarita is an Equal Opportunity Employer