Regular Full-Time Employment Opportunity
The current vacancy is in the Community Development Department. The list established from this recruitment may also be used to fill future vacancies in other Departments throughout the City. The application period closes Thursday, August 6, at 5:00 p.m. If you are interested in this recruitment, you should apply as soon as possible as only the first 100 qualified applications will be considered.
A typing certificate, dated within one year of your application, verifying your ability to type at least 40 net words per minute is required to be submitted with your application. Please note on-line typing tests are not accepted.
Under general supervision of an assigned supervisor, performs a wide variety of reasonably difficult clerical work, operates various office equipment; answers questions from the public regarding assigned function; and performs related work as required.
DISTINGUISHING CHARACTERISTICS
The position of Staff Office Assistant is a fully qualified journey-level clerical classification. This classification differs from Office Assistant in the variety and difficulty of the tasks assigned, the independence of action expected, and the nature of contacts required which may involve the handling of discrepancies and the processing of complaints.
Essential Job Functions:
(May include, but are not limited to, the following):
- Types documents and other materials.
- Maintains office files and filing systems.
- Receives, opens, and distributes mail; bundles and disperses outgoing mail.
- Receives, enters and files time sensitive materials and documents.
- Issues routine permits and calculates fees.
- Receives and reviews supplies; processes receiving slips and invoices for payments.
- Develops, maintains and archives a variety of files and records.
- Answers phones and greets customers.
- Orders and tracks office supplies and materials.
- Schedules meetings and appointments for various meetings.
- Enters data in various computer programs; cross references data in various systems.
- Conducts transactions with both the public and with other employees, as assigned, including (but not limited to): accepting payments or fees; issuing permits or licenses; preparing requisitions and receiving reports; distributing documents, data, or information; explaining regulations and/or interpreting procedures, regulations, and policies.
- Collects information from a variety of sources and compiles data for reports.
- Performs general clerical duties and specialized clerical functions for assigned program area.
WORKING CONDITIONS
Position requires prolonged sitting and occasional walking, standing, bending, squatting, kneeling, climbing, and twisting. The position also requires hand manipulation in simple grasping and fine coordination in using a computer keyboard. This position occasionally requires one to reach above and below shoulder level. Additionally, the position requires near and far vision in reading reports and work related documents and using a computer. Acute hearing is required when providing phone and personal customer service. The need to lift, drag and push files, paper, books and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.
Minimum Qualifications:
Education and Experience:
The minimum qualifications for education and experience can be met in the following way:
Graduation from high school or tested equivalent; AND
Two years of responsible clerical experience.
Knowledge of:
- Proper English usage, grammar, spelling and punctuation.
- Alpha numeric filing and retrieval systems.
- Office methods, procedures, software and equipment.
- Filing, indexing and cross referencing materials
- Record keeping, proofreading, and filing practices.
- Purchasing procedures.
- Basic mathematics.
- Principles of customer service.
Ability to:
- Operate a computer using word processing and business software and other office equipment.
- Compose correspondence in a clear and concise manner.
- Determine matters of confidentiality and handle in a confidential manner.
- Proofread documents for grammar and proper formatting.
- Compose general correspondence and letters and take meeting minutes.
- Organize material in an understandable and acceptable manner.
- Sort and categorize material.
- Establish and maintain accurate logs and files of information.
- Learn the operation, policy and procedures of the assigned department.
- Understand and follow written and oral instructions.
- Communicate effectively, orally and in writing.
- Establish and maintain and promote positive and effective working relationships with employees, other agencies and the public.
- Observe safety principles and work in a safe manner.
- Work independently and as a team member; recognize and set priorities to meet deadlines.
- Perform data entry functions with speed and accuracy.
- Input and retrieve material through a variety of computer programs and check output for accuracy.
- Read and interpret forms.
- Type at a speed of 40 words per minute.
Willingness to:
- Occasionally work varying hours or on weekends and holidays.
Licenses/Certificates:
Possession and continued maintenance of a valid class C California driver’s license or the ability to provide alternative transportation as approved by the appointing authority and a safe driving record.
DESIRABLE QUALIFICATIONS
Clerical experience in a governmental agency.
Application and Selection Process:
APPLICATION PROCESS
If interested in this position, please submit a City of Sunnyvale employment application, responses to the supplemental questions, and a typing certificate for 40 net words per minute dated within a year of this application to the Department of Human Resources (postmarks or faxes are not accepted).
Candidates are asked to fully describe any training, education, experience or skills relevant to this position. Electronic applications may be submitted on-line through the City’s employment page at jobs.inSunnyvale.com or application materials may be submitted to: Department of Human Resources, 505 West Olive Avenue, Suite 200, Sunnyvale, CA 94086. Incomplete applications will not be accepted.
EXAM PROCESS
Applications will be screened based on the minimum qualifications of this position. Based upon a review of the application materials, qualified candidates will be invited to participate in the examination process, which may consist of a written examination scheduled for Thursday, August 20, 2015 . (Note: The examination process may be changed as deemed necessary by the Director of Human Resources).
SELECTION PROCESS
Candidates who receive a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City’s Civil Service Rules and Administrative Policies. Candidates referred to the Department will participate in a selection interview. Any candidate selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a background history check as well as a medical exam(s) administered by a City-selected physician(s) before hire. Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.
INFORMATION ABOUT PROOF OF EDUCATION
Any successful candidate selected by the hiring department will be required to submit proof of education (i.e., original copy of the diploma or college/university transcripts).
ADDITIONAL INFORMATION
Positions in this job classification are represented by the Sunnyvale Employees’ Association (SEA).
The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.
The City of Sunnyvale is an Equal Opportunity Employer. It is the policy of the City of Sunnyvale not to discriminate against all qualified applicants or employees on the basis of actual or perceived race, religion (including religious dress or grooming practice), color, sex (includes gender, pregnancy, childbirth, medical conditions related to pregnancy or childbirth, breastfeeding or medical conditions related to breastfeeding), gender identity and/or gender expression, sexual orientation (including heterosexuality, homosexuality and bisexuality), ethnic or national origin, ancestry, citizenship status, uniformed service member status, marital status, family relationship, age, cancer or HIV/AIDS related medical condition, genetic characteristics and/or genetic information, and physical or mental disability. Applicants needing special accommodations for testing should submit a request to the Department of Human Resources at time of application.
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