Office Assistant, Community Services

Description/Duties and

Responsibilities

Under the direction of the Community Services Manager in the Recreation and Community Services department, this position is responsible for providing a wide range of clerical and customer service support for the manager and staff who oversee the following areas: the Newhall and Canyon Country Community Centers, neighborhood engagement programs, Drug Free Youth (DFY) in Santa Clarita Valley (SCV) Drug Prevention Program, Youth in Government, Teen Diversion Program, Youth Employment Services, and other related events, classes, and offerings. The position promotes service excellence in a diverse community by ensuring consistency and professionalism across City documents, marketing materials, and communications. This position may be required to work varying hours, including nights, weekends, and holidays as needed. Duties and

Responsibilities

• Provides exceptional clerical support and customer service to staff and the public by phone, in-person, and through e-mail communications at the Newhall Community Center and the Canyon Country Community Center • Types, proofreads, and edits a variety of documents, reports, general correspondence, memorandums, and marketing materials, such as flyers and newsletters; maintains and updates program webpages • Coordinates the flow of information and communication throughout the division by distributing updates, directing questions to appropriate staff, and ensuring information is shared accurately and in a timely manner • Monitors and tracks expenditures for administrative accounts, reviews account balances and spending trends, prints reports, and provides financial updates to management • Maintains calendars and schedules for the division manager and administrator • Processes purchase orders, requisitions, invoices, and payments • Plans and coordinates a variety of staff events, meetings, and activities • Assists with facility reservations and service requests • Tracks, inventories, orders, and organizes office supplies, uniforms, and equipment • Assists with records management functions for program areas, including tracking records and preparing files for annual destruction • Assists with the coordination of division meetings, including agenda preparation • Provides back-up front counter and phone coverage • Performs other duties as assigned Education and Experience • High School Diploma or a GED equivalent • One year of clerical support experience, preferably in a large organization supporting a division and/or multiple employees • Experience in community services programming is highly desirable • Bilingual in English and Spanish is highly desirable • A valid Class C California driver license or the ability to utilize an alternative method of transportation to carry out job-related functions • Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered Knowledge and Abilities • Excellent communication skills; knowledge of basic math, business English, and spelling; strong understanding of grammar and punctuation rules; and the ability to proofread and edit correspondence for accuracy • Ability to provide excellent customer service to staff and the public, including the ability to effectively handle conflicts and complaints from upset customers; ability to understand, interpret, and explain City policies, regulations, and procedures to others • Strong interpersonal skills and the ability to establish and maintain effective working relationships with coworkers and be a team player • Strong organizational and time-management skills, with the ability to coordinate multiple projects simultaneously, meet deadlines amid frequent interruptions, and adapt to changing priorities • Strong attention to detail and the ability to maintain accurate records and organized filing systems • Strong problem-solving skills, including the ability to take initiative to resolve problems as they arise • Ability to work independently and contribute to a cohesive team • Strong computer skills and proficiency in Zoom and Microsoft Outlook, Word, and Excel, and other computer software • Ability to understand, interpret, and explain City and department policies, regulations, and procedures to others • Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds Additional Information An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments, may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance. All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted. In compliance with the California law, positions working with children are required to be mandated child abuse reporters. A mandated reporter is an individual who is obligated by law to report suspected cases of child abuse and neglect. As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency. Before entering upon the duties of employment, all public employees take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.

Compensation

includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive

benefits

package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager. For more information and to apply online please visit www.santaclarita.gov. The City of Santa Clarita is an Equal Opportunity Employer The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive

benefits

package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance. 01 Do you have a High School Diploma or GED equivalent? (Proof will be required prior to official job offer.) 02 Do you have at least one year of clerical support experience? If so, please describe your experience. 03 While not required for this position, are you bilingual in English and Spanish? If so, please describe your fluency level in speaking, reading, and writing in Spanish. 04 What interests you most about this position? Required Question