Department Assistant I-II

Job Description:

Department Assistant I-II

Description

Position Description

RECRUITMENT OVERVIEW

The City of Tulare is currently recruiting to fill the position of Department Assistant I-II.

The City of Tulare is a vibrant and steadily growing community with a population of 70,693 located in the heart of California's Central Valley. The city provides a full-range of services to our citizens. The organization, staffed with 381 full-time employees, enjoys a culture of fiscal conservatism, collaboration, teamwork and dedication to public service and our community.

We are currently recruiting to fill one immediate vacancy in our Community Services (Parks & Recreation) Department and an eligible list will also be established to fill future vacancies in this classification for a period of up to six months. This position is scheduled for a salary increase of 3.0% effective July 1, 2025. The new monthly salary rate at that time will be as follows: Department Assistant I: $3,569.13 - $4,338.29 / month; Department Assistant II: $3,943.50 - $4,793.36 / month.

To be considered for this position applicants must submit an application with detailed information in each section of the application: Education, Work Experience, Certificates and Licenses, and Skills.

In addition to submitting a detailed application, applicants are required to respond to the supplemental questions associated with the application. Responses to the supplemental questions will be used to help us evaluate applicants’ qualifying knowledge, skills, and abilities. Resumes may be attached but will not be accepted in lieu of a complete, detailed application or in lieu of detailed responses to the supplemental questions.

The dates associated with the recruitment process are outlined in this job posting. For planning/scheduling purposes, please make note of the dates. For planning purposes, we are including reference to the written exam. Additional details regarding the exam will be sent via email, to qualified applicants after our screening process is complete.

TYPING CERTIFICATE

To be considered for this position applicants must submit a detailed application and a typing certificate demonstrating their ability to type a minimum of 40 WPM issued within the past twelve months. Most adult schools, community colleges, and staffing agencies administer typing tests. We also accept typing certificates obtained online from: https://www.ratatype.com

WRITTEN EXAM:

If we determine that you meet the minimum requirements for the position you will be invited to take the written exam, which is the first phase of our recruitment process.

The exam will be administered the morning of: MONDAY, FEBRUARY 10 th . The exam will consist of a multiple-choice format with the following content categories:

*Clerical Knowledge

*Written Communication

*Vocabulary

*Reading Comprehension

*Vocabulary

*Reading Comprehension

*Mathematical Ability

For planning purposes, we are including reference to the written exam. Additional details regarding the exam will be sent via email, to qualified applicants after our screening process is completed no later than Friday, February 7 th at 12 noon.

INTERVIEW:

Applicants that achieve a minimum passing score of 70% on the written exam will be eligible to participate in the interview phase which will be conducted on: Friday, February 21 st .

POSITION OVERVIEW

Under direct or general supervision, provides a variety of office support activities to an assigned City department, which may include word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices, record keeping, report preparation, and filing; provides information and assistance to the general public; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direct or general supervision from assigned supervisory or management personnel. No direct supervision of staff is exercised. May provide training and functional direction to less experienced staff and volunteers.

CLASS CHARACTERISTICS

Department Assistant I : This is the entry-level class in the Department Assistant series. Responsibilities include answering the phones, assisting staff in all aspects of general office operation, and performing special projects as assigned. This class is alternately staffed with the Department Assistant II and incumbents may advance to the higher-level class after gaining the knowledge, skills and experience that meet the qualifications for and by demonstrating the ability to perform the work of the higher-level class.

Department Assistant II : This is the journey-level class in the Department Assistant series. Incumbents perform a variety of specialized and confidential secretarial and clerical work for an assigned City department, including coordinating assigned programs and projects, providing general information to the public, and other administrative, budgetary, database, and support work. This class is distinguished from the Department Assistant I by the assignment of the full range of duties. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise.

This class series is distinguished from the Administrative Assistant class series in that the latter provides a higher-level of, more technical and varied office administrative and secretarial support to a department head and related management, professional, and supervisory staff.

Examples of Essential Functions

EXAMPLES OF ESSENTIAL 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.

• Plans, organizes, and carries out clerical assignments and special projects related to assigned area of responsibility.
• Performs a wide variety of general secretarial and clerical duties to support departmental/divisional operations; including filing, preparing payroll records, monthly reports, accounts payable, petty cash reimbursement, and ordering and maintaining office and other related supplies.
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies and records information.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• May perform cashiering duties; receives money and issues receipts; collects and accounts for service fees; maintain and account for limited office funds including a petty cash fund.
• Prepares, copies, collates, and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• Screens calls, visitors, and mail; assists public at front counter and directs public to appropriate locations and/or staff; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from public; enters/tracks public calls into appropriate computer databases; directs callers to appropriate City staff as necessary.
• Composes, develops, types, formats, and proofreads a wide variety of routine reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; suggests corrections to drafts.
• Receives, codes, logs, schedules, and distributes service requests and work orders.
• Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• May prepare facilities for public use; sets up facilities for meetings and events; opens and provides information regarding facilities for users.
• Assists in the scheduling and coordinating of activities and operations of a City facility or facilities, including arranging for appropriate staffing.
• Compiles information and data for administrative, statistical, and financial reports; checks and tabulates statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from systems as required.
• Coordinates calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings.
• Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested, including updating the website.
• Monitors and orders office and other related supplies.
• May coordinate workshops and classes; assists with special event programs; coordinates reservations and use of equipment and facilities.
• May act as a department representative within community groups to relay or obtain relevant information regarding departmental activities; provide presentations to community groups.
• May diagnose and perform routine maintenance related to computer hardware and software problems associated with the department's computers and related equipment.
• Prepares, processes, and tracks purchase requisitions for services and materials; coordinates delivery of services and materials; receives vendor invoices; prepares request for payment for department head approval.
• Performs other duties as assigned.

Qualifications / Requirements

QUALIFICATIONS

Knowledge of:

• Departmental practices and procedures and applicable City policies.
• Principles and practices of data collection and report preparation.
• Modern office practices, methods, and equipment, including computer equipment.
• Word processing methods, techniques, and programs; general accounting methods, procedures, and terminology; database and spreadsheet applications and programs; basic graphic publishing software.
• Principles of business letter writing.
• Basic principles of record keeping and cash handling.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Techniques for dealing effectively with the public, vendors, contractors, and City staff, in person and over the telephone.
• Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.

Ability to:

• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Interpret, apply, and explain policies and procedures.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Make accurate arithmetic computations.
• Perform responsible clerical and secretarial support work with accuracy, speed, and minimal supervision.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Learn, interpret, and apply administrative and departmental policies and procedures.
• Organize, maintain, and update office database and records systems.
• File materials alphabetically, chronologically, and numerically.
• Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Operate modern office equipment, including computer equipment.
• Use word-processing, database, spreadsheet, and graphics software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence and independent judgment within general policy, procedural, and legal guidelines.
• Establish and maintain effective working relationships with employees and those contacted in the course of the work.

REQUIREMENTS

Education and Experience:

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

Equivalent to the completion of the twelfth (12th) grade.

Department Assistant I: One (1) year of varied clerical support experience, preferably involving some public contact.

Department Assistant II: Two (2) years of increasingly responsible office support experience equivalent to a Department Assistant I at the City of Tulare.

License:

• Possession of, or ability to obtain, a valid Class C California Driver's License.

Additional Information

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects necessary to perform job functions.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

• Members of the California Public Employees' Retirement System (PERS). In accordance with the California Public Employees Pension Reform Act of 2013 (PEPRA), the City of Tulare will offer the following retirement benefit (2.0% at 62)to new PERSmembers beginning January 1, 2013 with three (3) years final compensation. Existing PERSmembers with no break in service will receive the 2.5% at 55formula with single highest year.
  
• City pays a portion of the employee and dependent coverage costs of group medical, dental and vision insurance. An opt-out plan is also available.
  
• Life insurance -$20,000 coverage.
  
• 10 working days vacation per year. Additional days based on years of service.
  
• 12 days sick leave per year.
  
• 15 holidays annually: 12 city observed holidays, plus birthday credit and 2 in-lieu holidays.
  
• Flexible benefit program - IRSSection 125 Plan.
  
• Deferred compensation plan - 457 Plans available.
  
  

Closing Date/Time: 2/5/2025 11:59 AM Pacific

Salary:

$41,582.16 - $55,845.00 Annually