PART TIME OFFICE ASSISTANT - DEVELOPMENT SERVICES

City of San Marcos, CA; San Marcos (CA); On-site; USD 21,000 - 34,000; Part time

Job summary

The City of San Marcos seeks a part-time Office Assistant to support the Development Services Department in organizing, preserving, and digitizing historical planning and engineering files. You will handle clerical tasks, follow file structures, and contribute to a department-wide digitization project with attention to detail.

The role suits someone who is organized, reliable, and able to work independently on focused projects while contributing to a collaborative team.

Qualifications

• High school diploma or equivalent.
• Experience with clerical tasks, filing, scanning, and data entry.
• Familiarity with planning, engineering, public agency records is a plus.

Responsibilities

• Review, sort, and organize historical planning and engineering files.
• Prepare paper records for scanning and maintain correct sequence.
• Scan records and verify image quality and orientation.
• Enter and verify information in spreadsheets and records systems.
• Maintain confidentiality of sensitive information.

Skills

Filing systems (alphabetical/numerical

Data entry

Scanning

Office communication

Customer service

Microsoft Office

Education

High school diploma or equivalent

Tools

Microsoft Office (Word/Excel/Outlook)

Job description

Summary 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 Office Assistant will assist with an important department-wide project to organize, preserve, and digitize historical planning and engineering files, records, and documents. This is an excellent opportunity for someone who enjoys creating order, working independently, and completing detailed projects with visible results. 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.

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.

RECRUITMENT SCHEDULE

Applications due by: August 19, 2026, 4:00pm

In-person interviews: August 27, 2026

REPRESENTATIVE DUTIES

Duties

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.

Qualifications

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 And Experience

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.