Senior Office Assistant (Transportation - Parking)

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

Job summary

The City of Pasadena Transportation Department seeks a seasoned Senior Office Assistant (Parking) to provide complex administrative, clerical, and customer service support. You will dispatch calls, assist with programs, verify information, and prepare documentation for City boards and departments.

Proficiency in Microsoft Office, a typing speed of 45 wpm with 95% accuracy, and the ability to manage a heavy workload in a fast-paced environment are essential. Bilingual Spanish is a plus.

Qualifications

• High school diploma or GED required.
• Five years of full-time progressively responsible experience in administrative, financial, technical, and/or customer service support functions.
• College-level coursework is desirable and may substitute for up to two years of the required experience on a year-for-year basis.
• Must type 45 net words per minute with 95% accuracy.

Responsibilities

• Provide administrative, general clerical, logistical, and technical support for department operations and/or department-specific programs.
• Provide assistance to customers over the phone, via email, and via the Pasadena Customer Service Center (CSC) system.
• Dispatch service calls to Parking Enforcement Representatives.
• Assist with the development and implementation of programs to support the needs of the department's customers.
• Verify customer information with accuracy and ensure compliance with applicable program rules.
• Prepare memos, forms, and other program documentation.
• Gather, record, and evaluate data.
• Work closely with department managers to define and examine business and operational problems, process improvement opportunities, and technical programs.
• May help with the organization of archived office documents, which including the conversion of physical documents into digital documents.
• Performs related duties as assigned.
• Must be proficient in use of Microsoft office (Word and Excel) and edit documents for correct English grammar, punctuation, and spelling.

Skills

Five years experience

Administrative support

Customer service

Education

College-level coursework desirable

Tools

Microsoft Office

Job description

The City of Pasadena Transportation Department is currently seeking a seasoned, enthusiastic, and customer service-oriented Senior Office Assistant in the Parking Division. The Senior Office Assistant (Parking) performs complex and responsible administrative and operational support duties and manages assigned customer service requests and delegates to Parking Enforcement Representatives.

The ideal candidate possesses advanced technical clerical skills and has experience successfully managing a heavy workload in a fast-paced environment and preparing reports for City boards, commissions, and councils. Prioritization of assignments and the ability to work through distractions are a must to be successful in this role. Additionally, the ideal candidate demonstrates a high degree of self-management, and dependability.

Must type 45 net words per minute with 95% accuracy. Please note that qualified applicants will be invited to take an online typing test administered by the City. Applicants that do not receive a passing score on the online typing test will not be considered for further consideration. Please do not attach a typing certificate to your application.

Current City of Pasadena employees who hold a position that requires the same or more words per minute are not required to take the online typing test. Employees are responsible for verifying the typing requirement for their current classification.

This is an exciting opportunity to interact with community members from Pasadena and learn about the City’s local organizations and other City departments.

The major responsibilities of this position are listed below. For more information, please review the Senior Office Assistant job description.

• Provide administrative, general clerical, logistical, and technical support for department operations and/or department-specific programs.
• Provide assistance to customers over the phone, via email, and via the Pasadena Customer Service Center (CSC) system,
• Dispatch service calls to Parking Enforcement Representatives
• Assist with the development and implementation of programs to support the needs of the department's customers.
• Verify customer information with accuracy and ensure compliance with applicable program rules.
• Prepare memos, forms, and other program documentation.
• Gather, record, and evaluate data.
• Work closely with department managers to define and examine business and operational problems, process improvement opportunities, and technical programs.
• May help with the organization of archived office documents, which including the conversion of physical documents into digital documents.
• Performs related duties as assigned.
• Must be proficient in use of Microsoft office (Word and Excel) and edit documents for correct English grammar, punctuation, and spelling.

COMPETENCIES

• Attention to Detail focuses on the details of work content, work steps, and final work products.
• Customer Focus attends to the needs and expectation of customers.
• Decision Making chooses optimal courses of action in a timely manner.
• Handling Stress maintains emotional stability and self-control under pressure, challenge, or adversity.
• Informing proactively obtains and shares information.
• Legal & Regulatory Navigation understands, interprets, and ensures compliance with laws and regulations.
• Oral Communication engages effectively in dialogues.
• Bilingual Communication speaks, reads, writes in a second language. Spanish preferred.

Minimum qualifications:

• Graduation from high school or G.E.D. equivalent AND
• Five years of (Full-time) progressively responsible experience in administrative, financial, technical, and/or customer service support functions.
• Completion of college-level course work is highly desirable and may be substituted for up to two years of the required experience on a year-for-year basis.

Desired qualifications:

• One year or more (full-time) of Parking Enforcement field experience.
• Familiarity with the California Vehicle Code & Pasadena Municipal Code.
• Familiarity with Microsoft Suite (Outlook, Excel, Word).
• Familiarity with radio 10 codes.

Ability to type 45 words per minute with 95% accuracy. Please note that qualified applicants will be invited to take an online typing test. Applicants that do not receive a passing score on the online typing test will not be considered for further consideration. Please do not attach a typing certificate to your online application.

SELECTION PROCESS:

The tentative selection process will consist of a combination of training and experience evaluation, online written examination, timed typing test, and or department-level interviews.

VACANCY INFORMATION:

There is currently one vacancy in Parking Division of the of the Transportation Department. The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.

FLSA Designation: Non-Exempt

Bargaining Unit: LIUNA, Local 777

Probationary Period: 12 months

• Some assignments may require a valid California Class C driver's license and ability to comply with the City's Motor Vehicle Safety Policy during the course of employment.
• Available to work extended hours for late-night meetings and weekends.
• Ability to type 45 words per minute with 95% accuracy. Please note that qualified applicants will be invited to take an online typing test administered by the City. Applicants that do not receive a passing score on the online typing test will not be considered for further consideration. Please do not attach a typing certificate to your application. Current City of Pasadena employees who hold a position that requires the same or more words per minute are not required to take the online typing test. Employees are responsible for verifying the typing requirement for their current classification.