Clerical Assistant I

City of Los Altos
 Los Altos, CA

CITY OF LOS ALTOS

Invites you to apply for the position of:

Clerical Assistant I

Hourly Rate: $17.75 - $22.75

THE CITY

The City of Los Altos is a unique blend of a small village with tree-lined streets and the influence of the Bay. The mission of our city staff, council, commissions, committees, and volunteers is to foster and maintain the City of Los Altos as a great place to live and to raise a family.

THE DEPARTMENT

The Parks & Recreation Department is a fun and dynamic team who enjoys making a difference in the Los Altos Community. Our team is small but mighty, and each member of our team is vital to our success as an organization. Our mission is to enrich the community through active participation in life-long learning, health and wellness, community involvement, and recreational activities. The department offers a complete range of high quality, inclusive programs and events for all ages, interests, and abilities. Come be a part of our passionate, positive, and innovative team!

THE POSITION

The Clerical Assistant I provides administrative support to the Parks & Recreation Department, which includes program registration, facility reservations, recordkeeping, customer interaction and point of sale. Duties include responding to phone, mail, email and in-person inquiries, as well as requests from community members, employees and other City departments. The Clerical Assistant I performs receptionist duties, including word processing, use of computer programs and applications, recordkeeping, organizing and compiling data, filing, computerized data entry, organizing calendars, working efficiently and effectively within the Parks & Recreation Department and other departments with minimal supervision and with outstanding customer service.

GENERAL ACCOUNTABILITIES: The following statements are intended as general illustrations of the work in this job class and are not all inclusive for specific positions.

  1. Serve as the Parks & Recreation Department’s first line of customer contact acting as receptionist, who receives and screens visitors and telephone calls.
  2. Establish and maintain positive relationships with customers, employees, contractors and volunteers.
  3. Advise customers on the selection of programs that best fit their areas of interest.
  4. Assist customers in determining which rental facility to use for their events.
  5. Support annual & quarterly instructor management tasks.
  6. Enter activity data into the registration software.
  7. Sets up rooms for meetings and events; writes emails and prepares correspondence; prepares bills for payment; performs data entry.
  8. Performs other administrative/clerical duties as assigned.

MINIMUM POSITION REQUIREMENTS

KNOWLEDGE OF: Basic office practices and procedures, including filing and the operation of standard office equipment, computers and related software, phone systems, fax/copy machines; Microsoft Office Suite including Word, Excel and Outlook; correct English usage, including spelling, grammar and punctuation; business letter writing and the standard format for typed materials; policies and procedures related to the Parks & Recreation Department; effective time management principles; customer service principles; basic business data processing principles.

SKILL AND ABILITY TO: Develop and maintain office files; compose routine correspondence from brief instructions; use initiative and sound judgment within established guidelines; prioritize work and coordinate several activities; multitask; communicate tactfully and effectively with the public, including interpreting and applying detailed rules and policies; rapidly learn, understand, retain and utilize directions, procedures, policies, processes and programs of the Parks & Recreation Department; provide excellent customer service to staff and customers in-person and via email and telephone; work harmoniously as part of a team or independently; perform successfully all the requirements of the position.

PHYSICAL DEMANDS: Regularly required to sit or stand, reach, bend, and walk about the facilities or program sites while performing the duties. Repetitive hand and arm motion, and fine finger manipulation in the use of a computer. Moderate physical effort required, including lifting up to 25 pounds and carry up to 10 lbs; maintain a professional and neat appearance. May be exposed to dust, odors, oil, fumes, and noise while carrying out regular duties.

EXPERIENCE AND EDUCATION:

Any combination of the listed experience and education requirements may lead to a qualifying application. A typical way to obtain the knowledge and abilities would be:

  • Education: Equivalent to graduation from high school. Completed college-level coursework is desirable
  • A minimum of one year of responsible clerical or administrative experience
  • Prior experience with activity registration and facility rentals is highly desirable
  • Valid California driver’s license is desirable
  • Previous experience working with the public is desirable

IDEAL CANDIDATE POSSESSES THE FOLLOWING CHARACTERISTICS: Is highly professional, patient, respectful, ethical and organized; has a can-do attitude. Communicates effectively and proactively both verbally and in writing. Enjoys working in a small-town atmosphere with an engaged public, including merchants, property owners and residents.

OTHER INFORMATION

Temporary employees are non-benefited, at-will positions. Since the City does not participate in Social Security and is required to provide an alternative retirement plan, you are required to participate in the City's defined contribution retirement plan through Nationwide where 3.75% of your gross compensation per pay period is deducted and put into the plan. The City matches this 3.75% for a total contribution of 7.5% of your gross compensation per pay period.

COMPENSATION:

This is a part-time, temporary position. Approximately 15-20 hours per week.

$17.75. to $22.75 hourly DOE.

RECRUITMENT PROCESS:

The recruitment will remain open until the position is filled with a first review date of December 14, 2022. Prior to hire, candidates will be required to successfully complete a pre-employment process, including a livescan background investigation. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.

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