PT Office Assistant I - Records Management

DESCRIPTION

This is a part-time position and does not include benefits, except where required by California law, such as mandated sick leave. This position is eligible to work up to 28 hours per week, and may not work more than 960 hours per fiscal year.

The Office Assistant I performs a wide variety of general clerical duties related to filing, reception, form processing, record maintenance, mail, typing and data entry; obtains and compares information for an assigned department.

DISTINGUISHING CHARACTERISTICS:

Office Assistant I

This is the entry-level classification in the Office Assistant series. Positions in this classification typically have little or no directly related work experience and work under immediate supervision while learning job tasks. The Office Assistant I classification is distinguished from the II level by the performance than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of the assigned area of responsibility are learned.

EXAMPLES OF ESSENTIAL DUTIES

Essential and other important responsibilities and functions may include, but are not limited to, the following:

• Perform general clerical duties related to the assigned functional area and department.
• Type, proofread and process a variety of documents including general correspondence, memos, and statistical charts from rough draft, recordings, oral, or electronic instruction.
• Answer the telephone and respond to questions from the general public, giving information on the policies and procedures of the department and the assigned program.
• Assist in the enrollment of participants in an assigned program.
• Issue, receive, type, and process various applications, permits, and other forms.
• Process bills for fees; record payments and send delinquent notices in accordance with department policy.
• Process permits and licenses; collect and process fees and charges; and register participants in City-sponsored programs.
• Assist with arrangements for special events and set-up for meetings.
• Schedule inspections and appointments, as assigned.
• Perform a wide variety of routine clerical work, including filing, copying, scanning, billing, data entry, and checking and recording information on records.
• Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
• Maintain a variety of statistical records; check and tabulate statistical data; and prepare simple statistical reports.
• Perform a variety of Administrative and program management tasks in accordance with department programs and services; Track and organize transactions.
• Maintain assigned records; create single reports.
• Assist with financial processing.
• Open, sort, and distribute mail; operate a postage meter, log postage costs, and ensure the mail is picked up; and arrange for priority mail service.
• Order office supplies; and submit expense claims.
• Perform related duties, as assigned.

Example of Essential Functions When Assigned To:
Records Management Process files for storage or destruction based on the Records Retention Schedule.

Sort and file documents and records, maintaining alphabetical, index, and cross-referencing of files.

Process requests for retrieval of records and track file movement.

Check and verify the contents of boxes of files transferred for storage, and input data into the Electronic Document Management System (EDMS).

Assist the City Clerk's office with the records imaging system; including working with the vendor to troubleshoot problems and testing updated imaging software.

Assist the City Clerk's office with reviewing processes, procedures, and forms at the Records Center.

Prepare documents for scanning by an outside vendor, including removing staples, adding barcodes, and creating logs; perform quality control of scanned documents and upload them into the electronic content management system.

Work with departments to ensure the content of boxes of records requested for storage is in the acceptable format prior to the transfer for storage.

Assist departments when they call in with questions regarding which record management form should be used or other related City Clerk form.

EXPERIENCE & TRAINING / LICENSE AND/OR CERTIFICATE

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Office Assistant I:

Education:

High school diploma, G.E.D. or equivalent

Experience:

No experience is required.

MINIMUM QUALIFICATIONS

Knowledge of:

Office Assistant I:

• English usage, spelling, grammar, and punctuation.
• Standard office methods, equipment, and software applications.

• Principles of basic arithmetic.

Ability to:

Office Assistant I:

• Perform routine clerical work including filing, proofreading, and data entry.
• Verify and check files and data.
• Communicate clearly and concisely, both orally and in writing.
• Perform simple mathematical calculations.
• Enter data and type at an acceptable rate.
• Operate a variety of office equipment such as calculators, facsimile machines, and copiers.
• Use computer software programs including word processing, spreadsheet, and database applications.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of excellent customer service.

WORKING CONDITIONS:

Physical Demands:

Mobility: frequent use of a keyboard; frequent standing, walking, and sitting for long periods of time; occasional climbing, bending and squatting.

Lifting: frequently up to 10 pounds; occasionally up to 40 pounds.

Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.

Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.

Hearing/Talking: frequent hearing and talking, in person and on the phone.

Emotional/Psychological: frequent routine decision-making and concentrating; frequent public and/or coworker contact; occasional working alone.

Environmental: frequent exposure to noise.

WORK ENVIRONMENT:

Work is performed in a typical temperature-controlled office environment, subject to typical office noise.

When assigned to the Records Management, work is performed in a warehouse. While the offices are temperature-controlled office environments, the work performed at the Records Center Warehouse may be subject to an extremely hot/cold environment.

This position may require occasional overtime; weekend work and travel are rare.

The City of Palmdale is noted for its highly skilled workforce, with a large concentration of aerospace firms located at Air Force Plant 42 and nearby Edwards Air Force Base. Its family-oriented and culturally enhancing venues, such as the Palmdale Playhouse, DryTown Water Park and Palmdale Amphitheater, make Palmdale "a place to call home."

Palmdale is located approximately one hour north of Los Angeles off the Antelope Valley Freeway (SR-14). It encompasses 106.6 square miles and has a population of approximately 165,450. The City is served by several school districts and has a growing retail and commercial base. For more information, visit www.CityOfPalmdaleCA.gov.

BUSINESS HOURS: Normal operating hours are from 7:30 am to 6:00 pm Monday - Thursday. CLOSED on Friday.

UNION: The Teamsters Local 911 represents certain positions in the City's Public Works Maintenance division.

EMPLOYMENT INFORMATION

APPLICATION MATERIALS must be submitted by the closing date listed in the job bulletin. Resumes cannot be accepted in lieu of a City online application.

RESIDENCE within the City is not required.

AN ELIGIBILITY LIST of the most qualified applicants will be compiled based on the results of the selection process. The list will remain in place for a period to be determined by Human Resources.

The benefits listed here apply to full-time and benefited part-time positions, not to unbenefited part-time employees unless described.

A PROBATION PERIOD of six months minimum applies to initial employment with the City.

VACATION, HOLIDAYS AND LEAVE: The City provides 15 paid holidays per year and 80 hours vacation (years one through four) with a maximum accrual of 240 hours (160 hours for benefited part-time employees). Administrative employees accrue 80 hours of administrative leave per year with a maximum accrual of 240 hours.

SICK LEAVE: Employees accrue 96 hours per year with a maximum accrual of 800 hours (400 hours for benefited part-time employees). Unbenefited part-time employees receive 28 hours of paid sick leave per fiscal year.

RETIREMENT: The City is a member of the California Public Employees' Retirement System (CalPERS). Full-time and benefited part-time employees will be enrolled in either the New Member or Classic plan, as defined by CalPERS. New Members are enrolled in the 2% @ 62 formula and pay the full 7.75% employee contribution. Classic Members are enrolled in the 2% @ 60 formula and pay the full 7% employee contribution.

All other part-time employees are covered under the Public Agency Retirement Services (PARS).

WELLNESS PROGRAM: The program includes gym membership discounts, healthy eating programs, exercise classes & other programs.

DIRECT DEPOSIT: Direct Deposit is mandatory for all new employees.

CREDIT UNION: F&A Federal Credit Union & Logix Federal Credit Union (formerly Lockheed) are available options.

INSURANCE: The City offers group health, dental/vision, long term and short term disability, and a $50,000 life insurance policy for full-time employees. The City contributes towards the employee's health insurance.

DEFERRED COMPENSATION: The City participates in the ICMA-RC Deferred Compensation Plan, which enables benefited part-time and full-time employees to contribute on a tax deferred basis.

OVERTIME COMPENSATION: Overtime is accrued at time-and-a-half for eligible employees for time physically worked in excess of the regular 40-hour work week.

PART-TIME EMPLOYEES: Unbenefited part-time employees are reviewed for merit salary advancement but are not eligible for any other benefits listed. Benefited part-time employees are eligible for CalPERS retirement, sick leave, holidays, and vacation on a prorated basis.

MILEAGE PAY: Any employee may be reimbursed for work related mileage at 54 cents per mile when assigned to use their private vehicle on City business.

SOCIAL SECURITY: The City does not participate in Social Security and does not deduct Social Security payments from any employee's salary. The City deducts 1.45% of salary for Medicare and makes a 1.45% matching contribution.

*Benefits can change at any time.

Closing Date/Time: 3/24/2025 12:00 AM Pacific

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• City of Palmdale

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