Staff Assistant III

City of Santa Monica; Santa Monica (CA); Hybrid; USD 52,000 - 70,000; Full time

Job summary

The City of Santa Monica is seeking a Staff Assistant III to provide a wide range of clerical support within an assigned division. You will respond to public inquiries, prepare documents, and manage records and data entry with accuracy.

Under supervision, you may train other staff and coordinate activities. Duties include handling forms, scheduling meetings, assisting customers, and maintaining efficient office operations. This role emphasizes confidentiality and professional customer service.

Qualifications

• Graduation from high school or equivalent.
• Three years of recent, paid work experience performing complex clerical duties with public contact.
• An associate’s degree may substitute for one year of experience.

Responsibilities

• Respond to public inquiries regarding programs, services, policies and procedures.
• Prepare and compose letters, notices, reports and minutes.
• Enter data, run queries, and perform calculations for forms and reports.
• Review timecards and processing payroll procedures as required.
• Provide information and assist customers with transactions and referrals.

Skills

Typing 25 wpm

MS Office proficiency

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

The eligible list that is established from this recruitment will be used to fill all permanent and temporary Staff Assistant III vacancies that occur in the City during the life of the list.

Provides a wide variety of complex clerical support for an assigned division and/or department. Responds to public inquiries regarding division and/or department programs, services, policies and procedures.

SUPERVISION

Works under the general supervision of a professional, supervisory or management employee, who outlines work assignments and periodically reviews work in progress and upon completion. May train and coordinate the work of other clerical, as‑needed or temporary staff, as assigned.

(Note: duties may vary depending upon assignment)

Prepares and composes a variety of written materials, including letters, notices, memorandums, forms, contracts, reports, flyers, handouts, agendas and minutes.

Proofreads and edits written materials for accuracy, clarity, spelling, punctuation and grammar. Prepares written materials for publishing and storage in a variety of electronic formats.

Performs data entry. Accesses data to make edits and to perform queries and mathematical calculations. Prepares and formats forms and reports.

Reviews and processes requests for warrants and payment of invoices.

Responds to inquiries from the public and other City staff in‑person, over the telephone and by email. Assists customers with requests for information and services. Makes referrals to appropriate sources.

Provides information to the public and other City staff regarding division and/or department programs, services, policies and procedures. Assists customers with business transactions, including the completion of required forms and receiving payments. Assists customers in resolving disputes and discrepancies.

Files and maintains a variety of records, forms, documents and correspondence. Develops and maintains division and/or department recordkeeping systems.

Orders, issues and maintains office supplies and equipment.

Reviews timecards for accuracy, making changes as required and processing in accordance with payroll procedures.

Reviews, sorts and distributes division and/or department mail. Assists in the preparation and distribution of bulk mailings.

Schedules and arranges appointments, meetings, hearings and conferences. Prepares agendas and takes minutes of meetings. Prepares transcripts of hearings or meetings from tape recordings.

Maintains routine bookkeeping and financial records.

Assists in gathering data for studies and surveys.

Performs other duties, as assigned.

KNOWLEDGE OF

• Modern office procedures, practices and equipment
• Business English, spelling, punctuation and grammar
• Basic mathematics
• Recordkeeping principles and procedures
• Basic principles of supervision
• Effective training techniques
• Effective customer service techniques

ABILITY TO

• Prepare and maintain office files for electronic and hard copy documents
• Operate a variety of office equipment
• Follow oral and written instructions
• Respond to public inquiries in a tactful manner
• Train and coordinate the work of staff
• Provide effective customer service
• Establish and maintain cooperative and effective working relationships with City employees and the public
• Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches
• Perform basic mathematical computations
• Use independent judgment and initiative
• Maintain confidentiality
• Learn and use required software applications

SKILL IN

• Typing at a corrected speed of 25 words per minute
• Working with personal computers and other applicable software (e.g. Microsoft Office®)

MINIMUM QUALIFICATIONS

• Education: Graduation from high school or equivalent.
• Experience: Three years of recent, paid work experience performing a variety of complex clerical support duties. Recent work experience must have included frequent contact with the general public. An associate’s degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.

WORKING CONDITIONS

Work is typically performed indoors in a home or work office environment in accordance with the City’s Hybrid Workplace policy. Office work may require sitting for prolonged periods of time and using a computer keyboard, mouse, and screen. Requires heavy public contact in‑person and over the telephone. Work frequently involves meeting deadlines. May be required to work evening, weekend and holiday hours, depending upon assignment.

BACKGROUND INVESTIGATION

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

INCLUSION & DIVERSITY STATEMENT

The City of Santa Monica is a progressive, inclusive and culturally rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call [phone], TDD [phone] (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.