STAFF ASSISTANT

Job Description:

STAFF ASSISTANT

Description

Resumes are accepted but not in place of the official city employment application. Incomplete applications will be automatically rejected. Proof of education requirements/certifications must be submitted as a PDF via EMAIL to human_resources@cityofinglewood.org with the SUBJECT LINE: your name and job title.

POSITION

Under direction, performs various clerical and office support duties for an assigned department or division.

This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.

TASKS

• Receives and screens visitors and telephone calls to provide information that may require the general interpretation of City policies and procedures; take messages or refer callers to appropriate persons; provide follow-up on the more routine inquiries from the public or staff and refer or assist in the resolution of problems.
• Type from rough drafts, review, edit and proofread a variety of memoranda, correspondence, reports, and documents, including council, commissions and committees reports, and fliers using Microsoft Professional Suite software (WORD, EXCEL, POWERPOINT, ACCESS).
• Follow and perform basic office procedures; filing, inventory, and maintaining supplies; check invoices and packing slips; sort, distribute, and route mail.
• Input or retrieve data and prepare reports from online or personal computer systems; perform data file management, maintain mailing lists or other contact information for department needs;
• Make reservations for City facilities; maintain centralized department records, including contracts, project files, meeting summary notes, tract maps, plans, and specifications.

QUALIFICATIONS

High school graduation or equivalent AND two years of experience providing office support functions in a business environment OR one year of experience performing the duties of an Administrative Intern with the City of Inglewood.

KNOWLEDGE, SKILLS, AND OTHER CHARACTERISTICS

• Knowledge of correct English usage, spelling, grammar, and punctuation, including business correspondences and alpha and numeric filing procedures, quality customer service methods and practices, organization and planning techniques, and essential business etiquette and professional standards, and personal computer operations;
• Skilled in maintaining files, records, and legal documents, providing and following oral and written instructions, establishing and maintaining positive and productive working relationships, and time management to complete projects and assignments;
• Ability to type 40 (Net) words per minute, learn the organization, procedures, and operation details of the City and assigned department/division; understand and follow both oral and written instructions, perform routine duties with accuracy;
• Proficient in operating department office equipment, including computers and software, fax machines, copiers, scanners, and other specialized equipment. Must effectively utilize MS Office software packages such as Word, Excel, and PowerPoint.

THE SELECTION PROCESS

Applicants whose experience best meets the city's needs will be invited to participate in the examination for this position. Candidates must have access to a computer with internet, video, and audio capabilities to participate in our examination process. The examination may consist of one or more of the following: (1) Training & Experience Evaluation, (2) Writing Exercise, and (3) Qualifications Appraisal Interview with a panel of subject matter experts. Candidates must receive a score of 70 or higher to have their names placed on the active eligibility list for one year. The top three ranks on the Eligibility List will have their application materials forwarded to the hiring authority for a selection interview.

The City of Inglewood is an Equal Opportunity Employer. It does not discriminate by age, sex, race, religion, national origin, marital status, or handicap status in its employment actions, decisions, policies, and practices.