PART TIME OFFICE ASSISTANT

City-of-SAN-Marcos,-C; San Marcos (CA); On-site; USD 25,000 - 30,000; Part time

Job summary

The City of San Marcos is hiring a Part-time Office Assistant to support the Development Services Department, focusing on a large-scale Master File Project. You will review and organize historical planning and engineering records, prepare materials for scanning, and apply filing and indexing standards to enable a reliable digital archive.

Ideal candidates are dependable, highly organized, comfortable with both paper and electronic records, and able to follow established procedures.

Qualifications

• Graduation from high school or equivalent required.
• Experience with clerical, filing, scanning or records management is desirable.
• Ability to follow established filing conventions and procedures.

Responsibilities

• Review, sort, and organize historical planning and engineering files.
• Prepare paper records for scanning and arrange materials in sequence.
• Scan records and verify electronic images for completeness and accuracy.
• Apply naming conventions, file structures, and indexing standards.
• Identify document types and file records in the appropriate folders.
• Check for missing or duplicate records and resolve inconsistencies.
• Enter and verify information in spreadsheets, databases, or records systems.
• Assist with organization and maintenance of electronic records and file systems.
• Maintain confidentiality of sensitive or restricted information.
• Provide general clerical support and assist with special records projects.

Skills

Detail-oriented

Organized

Data entry

Communication

Customer service

Quality-focused

Education

High school diploma

Tools

Microsoft Office

Scanners

Records management software

Job description

The City of San Marcos welcomes qualified applications for the position of Part-time Office Assistant.

This position will support the City’s Development Services Department, which provides planning, engineering, permitting and related services to the community.

The part-time Office Assistant will play an important role in the Development Services Department’s Master File Project, a major initiative to organize, preserve, and modernize decades of Planning and Engineering records. Working as part of the project team, this position will help review and organize historical files, prepare and scan records, identify and categorize documents, enter and verify project information, and apply established naming, indexing, and records-management standards. Because the accuracy and consistency of this work will directly affect how easily records can be located and used in the future, the Office Assistant will be a key contributor to the overall quality and success of the project—not simply providing clerical support but helping create the foundation for a reliable and searchable electronic records system.

This assignment also provides a unique opportunity to gain hands-on experience with a large-scale municipal records modernization project. The Office Assistant will develop skills in records management, document digitization, electronic filing systems, data entry, quality control, metadata and indexing, and the organization of Planning and Engineering records, while gaining exposure to how local government projects and development records are maintained throughout their lifecycle. At a broader level, the position will contribute to preserving the City’s institutional history and transforming thousands of legacy paper records into an organized digital resource that will improve access to information, support more efficient City operations, and make these records easier for staff and future generations to find and use.

The ideal candidate is dependable, highly organized, comfortable working with both paper and electronic records, and able to consistently follow established file structures, naming conventions, and document-handling procedures.

THIS POSITION MAY BE A GREAT FIT IF YOU LOVE...

• Turning a group of files into a clear, logical system.
• Applying consistent file names and putting every document exactly where it belongs.
• Working through a checklist and seeing steady, visible progress.
• Catching small details that others might overlook.
• Solving the occasional mystery of a missing, duplicate, or misplaced document.
• Working independently on focused projects while still being part of a collaborative team.
• Using scanners, spreadsheets, and electronic folders to make information easier to find.
• Knowing that your careful work will help preserve important planning and engineering records for years to come.

You do not need prior experience with planning or engineering records to be successful. We are looking for someone who is dependable, organized, comfortable learning new filing systems, and genuinely enjoys detailed work done well.

HOURS REQUIRED

Part-time employees may work up to 999 hours per fiscal year, which runs from July 1 through June 30. Work schedules may vary based on departmental needs but may not exceed an average of 20 hours per week. No remote work available for this assignment.

RECRUITMENT SCHEDULE

Applications due by:

November 13, 2026, 4:00pm, or once 150 applications have been received, whichever occurs first.

In-person interviews:

TBD

Under supervision, performs a variety of clerical, filing, records organization, and document digitization duties in support of the Development Services Department. Duties may include, but are not limited to:

• Reviewing, sorting, and organizing historical planning, engineering, permit, project, property, and related departmental files.
• Preparing paper records for scanning, including removing staples, separating documents, and placing materials in the correct sequence.
• Scanning records and reviewing electronic images for completeness, accuracy, clarity, and proper orientation.
• Applying established document naming conventions, file structures, indexing standards, and records procedures.
• Identifying document types and placing records in the appropriate electronic folder, project file, property file, or records section.
• Comparing paper and electronic files to identify missing, duplicate, incomplete, or incorrectly filed documents.
• Entering and verifying file, project, address, parcel, permit, or document information in spreadsheets, databases, or records systems.
• Assisting with the organization and maintenance of shared electronic records and departmental file systems.
• Handling records carefully and maintaining the confidentiality of sensitive or restricted information.
• Providing general clerical support and assisting with records-related special projects.
• Performing related duties as assigned.

Knowledge of:

• Alphabetical, numerical, chronological, property-based, and electronic filing systems.
• Modern office methods, procedures, and equipment.
• Data entry, scanning, document preparation, and electronic file storage.
• Microsoft Office programs, including Word, Excel, and Outlook.
• Basic proofreading and quality-control practices.
• Customer service and professional workplace communication.

Ability to:

• Perform detailed and repetitive work with accuracy and consistency.
• Follow established naming conventions, filing standards, procedures, and written instructions.
• Review documents and place them in the appropriate project, property, category, or file location.
• Maintain organized and accurate paper and electronic records.
• Operate scanners, computers, copiers, printers, and other standard office equipment.
• Enter and verify information accurately.
• Identify inconsistencies, missing information, duplicate records, and filing errors.
• Manage multiple assignments and maintain progress on long-term projects.
• Work independently while asking appropriate questions when records are unclear.
• Exercise sound judgment within the scope of assigned responsibility.
• Maintain confidentiality and handle public records with care.
• Communicate clearly and professionally, both orally and in writing.
• Establish and maintain cooperative working relationships with City employees.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.

Education equivalent to graduation from high school.

Experience performing clerical, filing, scanning, data entry, document management, records management, administrative support, or similar detail-oriented work is desirable.

Experience working with planning, engineering, construction, or public agency records is helpful but not required.