Office Assistant - PT

**CLOSING DATE**Posting will close on July 26, 2026 or once 100 applications are received. **DEFINITION** Under general supervision, performs a variety of clerical and administrative duties in support of City staff and functions; serves at the counter and on the phone and answers inquiries and responds to complaints from the public; reviews and routes mail and phone calls to appropriate staff; processes invoices, purchase orders, billings, time sheets, and office supply orders; collects fees and payments from the public; maintains records of revenues and expenditures; prepares and coordinates cash deposits; files documents and records; reserves and confirms rentals of City facilities; and performs related work as required. **SUPERVISION RECEIVED AND EXERCISED** Receives general supervision from assigned management and supervisory personnel. Exercises no supervision of staff. **CLASS CHARACTERISTICS** This is the fully qualified journey-level classification in the administrative support series is responsible or performing the full range of clerical and administrative duties in support of an assigned department. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Office Assistant in that the latter performs the more complex work assigned to the series, such as providing specialized administrative and secretarial support to commissions and committees, and/or tracking and monitoring departmental operational documents. **EXAMPLES OF TYPICAL JOB FUNCTIONS** **(Illustrative Only)** *Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.* - Answers incoming telephone calls; provides information and answers questions; addresses issues and concerns from members of the public, vendors, and City staff; refers issues to the appropriate staff or department; checks and replies to voicemail and email messages; greets visitors and residents at City facilities; distributes literature pertaining to City services and events. - Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, staff reports, public notices, letters, emails, memoranda, certificates, invitations, budget reports, spreadsheets, community outreach materials, flyers, postcards, directories, and commendations; checks drafts for punctuation, spelling, and grammar, and suggests corrections. - Collects and distributes incoming mail, packages, email communications, correspondence, reports, requests for service, and complaints to appropriate staff; receives, processes, and tracks documents such as permit applications, contract agreements, proposals, plans and specifications, plan submittals, insurance certificates, subpoenas, summons, petitions, and claims. - Schedules and prepares City facilities for meetings and special events; reserves and confirms rentals of City facilities; maintains online calendars for facility use; opens, locks, and secures facilities; processes facility request applications; prepares sign-in sheets for events, workshops, and other functions. - Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; maintains and/or establishes filing systems; audits files for compliance with federal, state, and local laws and records retention schedules; mails out public notices. - Collects fees and payments from the public; maintains records of and reconciles revenues collected; provides support to cashiering staff; prepares and coordinates cash deposits. - Orders supplies, equipment, and materials; ensures adequate inventory of department supplies; seeks competitive price quotes from various vendors; schedules equipment repairs and mainte…