Office Specialist (Part-time)

City of El Segundo; El Segundo (CA); On-site; USD 25,000 - 30,000; Part time

Job summary

City of El Segundo is seeking a part-time front desk office assistant for City Hall to greet visitors, answer calls, and process mail. This role reports to the Senior Executive Assistant in the City Manager's Office and works up to 19 hours per week.

The recruitment remains open until the stated deadline or until 100 applications are received. The incumbent will perform a variety of office support duties, including data entry, record keeping, and providing information to staff and the public,

Qualifications

• Two (2) years of customer service or office assistant experience.
• High school diploma or GED is required.

Responsibilities

• Greet visitors and answer inquiries at the front entrance.
• Answer telephone calls and route to appropriate staff.
• Process incoming and outgoing mail and packages.
• Enter data and maintain databases and records.
• Provide information and assistance to staff and the general public.

Skills

Customer service

Data entry

Phone etiquette

Record keeping

Office software

Communication skills

Education

High school diploma or GED

Job description

The selected individual will be assigned to the front entrance of City Hall to perform a variety of office support duties including greeting visitors, answering telephone calls, and processing incoming and outgoing mail/packages. This position reports to the Senior Executive Assistant in the City Manager's Office and will work up to 19 hours a week. This recruitment will remain open until November 4, 2026 at 5:00 p.m. or until 100 applicants have applied.

DEFINITION:

Under general supervision, performs a variety of office support duties; greets/answers, screens, and refers visitors and telephone calls to appropriate staff/department; types, edits, processes, and distributes a variety of documents; enters data and information into and maintains various databases; retrieves, maintains, and files documents and records; provides information and assistance to staff and the general public; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED:

Receives general supervision from the Senior Executive Assistant. Exercises no direct supervision over staff.

DISTINGUISHING CHARACTERISTICS:

Initially under direction, incumbents perform office and customer support duties and learn City and department/division policies, procedures, and operational details. As experience is gained, positions at this level will receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Specialist in that the latter performs a variety of office and administrative support duties for a division requiring knowledge of assigned division, its procedures, and operational details.

Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills, and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.

• Serves as point of contact for the department/division; receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper department or person, and/or provides information regarding City programs and services.
• Gathers information from appropriate sources; completes and processes forms, records, applications, work orders, and/or other documents; routes documents for required signatures.
• Types, formats, prints, copies, sorts, and/or distributes various correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
• Enters, edits, and retrieves data, and prepares reports following established formats and reporting standards.
• Maintains calendars and makes meeting arrangements; schedules meetings; reserves meeting rooms; performs or arranges for necessary set-up, equipment, and materials to be available at meetings; may attend meetings and take minutes.
• Maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information; adheres to established records retention schedules including archiving, scanning, and destructing files.
• Receives, processes, and assists in responding to requests for information; organizes information and disseminates after approval.
• Sort and distribute mail and packages to the appropriate departments and process outgoing mail and packages.
• Performs various accounting office support duties such as determining and calculating required fees, processing, reconciling, and verifying cash and monies received, generating purchase orders, and processing reimbursements and invoices in accordance with City policies and procedures.
• Performs other routine clerical support work as required, which may include, but is not limited to, copying and collating documents, maintaining lists and logs, and ordering and maintaining inventory of office supplies.
• Regularly and predictably attends work.
• Performs related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

• Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Record keeping principles and practices.
• Business arithmetic.
• Methods of preparing and processing various records, correspondence, reports, forms, and other documents.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Skill In:

• Performing varied office and customer service support work with accuracy and speed.
• Typing concise reports, correspondence, and other written materials from instructions.
• Preparing and processing various records, reports, forms, and other documents specific to assigned department/division.
• Compiling a variety of information and materials.
• Learning, understanding, and applying all pertinent laws, regulations, codes, and ordinances and City policies and procedures relevant to work performed.
• Entering and retrieving data from a computer with sufficient speed and accuracy to perform assigned work.
• Responding to and effectively prioritize multiple phone calls and other requests for service.
• Making accurate mathematical computations.
• Maintaining a variety of filing, record keeping, and tracking systems.
• Organizing work, setting priorities, meeting critical deadlines, and following-up on assignments.
• Using tact, initiative, prudence, and judgment within general policy and procedural guidelines.
• Effectively using computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicating clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Appearing for work on time.
• Following directions from a supervisor.
• Understanding and following posted work rules and procedures.
• Accepting constructive criticism.
• Establishing, maintaining, and fostering positive and effective working relationships with those contacted in the course of work.

QUALIFICATIONS:

A combination of experience and training that would likely provide the required knowledge, skills and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Two (2) years of customer service or office assistant experience.

Education:

Graduation from high school or GED.

License/Certificates:

None.

PHYSICAL DEMANDS:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

ENVIRONMENTAL CONDITIONS:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing policies and procedures.

Disaster Service Worker:

In accordance with Government Code Section 3100, City of El Segundo employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

The City of El Segundo is an Equal Opportunity Employer, committed to supporting Diversity, Equity, and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.