STAFF ASSISTANT

City of Inglewood; Inglewood (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

The City of Inglewood is seeking a clerical and office support professional to perform a variety of routine administrative duties under direction. Primary tasks include greeting visitors, screening calls, and routing information in accordance with City policies.

Requirements include a high school diploma and two years of office support experience or one year as an Administrative Intern with the City of Inglewood. Proficiency in MS Office (Word, Excel, PowerPoint) is essential.

Qualifications

• High school graduation or equivalent
• Two years of experience providing office support functions in a business environment or one year as Administrative Intern with the City of Inglewood
• Must be proficient in MS Office and general office procedures

Responsibilities

• Receives and screens visitors and telephone calls and provides information on City policies and procedures; takes messages or refers callers to appropriate persons.
• Type from rough drafts, review, edit, and proofread memoranda, correspondence, reports, and documents using MS Office applications.
• Follow and perform basic office procedures; filing, inventory, and maintaining supplies; check invoices and packing slips; sort, distribute, and route mail.
• Input or retrieve data and prepare reports from online or personal computer systems; maintain mailing lists or other contact information for department needs.
• Make reservations for City facilities; maintain centralized department records, including contracts, project files, meeting notes, maps, plans, and specifications.

Skills

Typing 40 words per minute

Customer service

Time management

Word processing

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Access

Job description

Under direction, performs various clerical and office support duties for an assigned department or division.

This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.

TASKS

• Receives and screens visitors and telephone calls to provide information that may require general interpretation of City policies and procedures; takes messages or refers callers to appropriate persons; provides follow-up on routine inquiries from the public or staff and refers or assists in the resolution of problems.
• Type from rough drafts, review, edit, and proofread a variety of memoranda, correspondence, reports, and documents, including council, commissions, and committees reports, and fliers using Microsoft Professional Suite software (WORD, EXCEL, POWERPOINT, ACCESS).
• Follow and perform basic office procedures; filing, inventory, and maintaining supplies; check invoices and packing slips; sort, distribute, and route mail.
• Input or retrieve data and prepare reports from online or personal computer systems; perform data file management, maintain mailing lists or other contact information for department needs;
• Make reservations for City facilities; maintain centralized department records, including contracts, project files, meeting summary notes, tract maps, plans, and specifications.

Qualifications

High school graduation or equivalent AND two (2) years of experience providing office support functions in a business environment OR one (1) year of experience performing the duties of an Administrative Intern with the City of Inglewood.

Knowledge, Skills, And Other Characteristics

• Knowledge of correct English usage, spelling, grammar, and punctuation, including business correspondence and alpha and numeric filing procedures, quality customer service methods and practices, organization and planning techniques, and essential business etiquette and professional standards, and personal computer operations;
• Skilled in maintaining files, records, and legal documents, providing and following oral and written instructions, establishing and maintaining positive and productive working relationships, and time management to complete projects and assignments;
• Ability to type 40 (Net) words per minute, learn the organization, procedures, and operation details of the City and assigned department/division; understand and follow both oral and written instructions, perform routine duties with accuracy;
• Proficient in operating department office equipment, including computers and software, fax machines, copiers, scanners, and other specialized equipment. Must effectively utilize MS Office software packages such as Word, Excel, and PowerPoint.

The City of Inglewood is an Equal Opportunity Employer. It does not discriminate by age, sex, race, religion, national origin, marital status, or handicap status in its employment actions, decisions, policies, and practices.

Salary Increases

5% automatic step increases each year on the anniversary date until the top of the salary range is reached.

RETIREMENT (CalPERS)

The City provides retirement coverage through the California Public Employees’ Retirement System (CalPERS). "New" CalPERS members a 2% @ 62 retirement formula with CalPERS. "Classic" CalPERS members' retirement formula is 2.5% at 55.

Health Coverage

Insurance benefits begin on the first of the month following the date of hire. The City contracts with CalPERS for health insurance coverage and offers two dental plans and one vision plan with family coverage.

Work Schedule

3/12, 4/10, or 9/80 work schedule.

Holidays

14 paid holidays annually, 13 scheduled holidays, and one floating holiday.

Vacation - Sick Leave

Sick leave is accrued at a rate equivalent to nine (9) hours per month with unlimited accumulation. Employees can accrue up to 160 hours of vacation leave annually with unlimited accumulation.