Principal Office Assistant

Job Description:

Principal Office Assistant

Description

Description

PRINCIPAL OFFICE ASSISTANT

(2) Regular Full-Time Employment Opportunities


The final filing date is Monday, March 17, 2025 or after receiving 100 qualified and complete applications, whichever is first.

The City of Sunnyvale is accepting applications for the Principal Office Assistant position with two current vacancies in the Department of Library and Recreation Services (1) and in the Department of Public Works (1).

The position in the Library and Recreation Services Department will work at the Sunnyvale Recreation Center. Duties for this position will include overseeing the customer service desk, supervising Staff Office Assistants and Casual Office Assistants, as well as providing coverage of the customer service desk schedule. This position is the main contact for daily reconciliation, enrollment tracking, and will become one of the division's registration software super users. The Principal Office Assistant in the Library and Recreation Services Department will work on-site Monday-Friday from 8:15 a.m. to 5:15 p.m. with an hour for lunch.

The position in the Public Works Department will support the Operations Division, including street, traffic signs and markings, streetlight maintenance, fleet management, and facilities maintenance. Duties for this position will include providing administrative support, overseeing records management, processing purchase orders and invoices, and coordinating communication between divisions and departments. This position plans, prioritizes, assigns, and reviews/track work orders, maintains division reports, assists with procurement, and recommends improvements in operations and activities.

The list established from this recruitment may also be used to fill Principal Office Assistant vacancies in other City Departments.

Under general direction of an assigned supervisor, plans, organizes, directs and supervises the activities of personnel engaged in the performance of general clerical work including the preparation of correspondence and other written materials, the maintenance of files and records, and the receipt and response to questions from the public; performs a variety of technical tasks relative to an assigned area of responsibility; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

The Principal Office Assistant is a supervisory classification. The classification of Principal Office Assistant is distinguished from the lower-level Senior Office Assistant in that the Senior Office Assistant provides technical and functional supervision whereas the Principal Office Assistant has full supervisory responsibility.

Essential Job Functions

(May include, but are not limited to, the following):

• Recommends and assists in the implementation of goals and objectives; establishes schedules and methods for the performance of clerical duties in support of assigned department or program.
• Plans, prioritizes, assigns, supervises and reviews the work of staff involved in the performance of a wide variety of clerical and administrative support activities.
• Evaluates operations and activities of assigned responsibilities; recommends improvements and modifications; prepares various reports on operations and activities.
• Participates in the selection of staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline procedures.
• Receives, researches and responds to the more difficult customer service requests and complaints.
• Assists with the preparation of Requests for Proposal; processes requisitions and purchase orders.
• Types letters and other materials from rough draft, marginal notes or verbal instruction and proofreads documents; prepares letters and notices.
• Purchases supplies and materials; receives, reviews and processes invoices for payment.
• Develops and maintains general and confidential files.
• Checks forms, records, reports and other materials for accuracy, completeness and confirmation with established procedures.
• Assists with budget input and monitoring; runs periodic budget reports.
• Uses specialized computer databases to input, retrieve, query and manipulate data for statistical reporting.
• Arranges meetings, makes appointments, compiles agendas and assists in preparation of meeting materials.
• Collects, compiles, audits and posts information to records.
• Processes, audits and cross-references materials related to data processing and payments.
• Collects information from a variety of sources and compiles data for special and periodic reports.

WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. 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 the tested equivalent; AND

Four years of progressively responsible experience in general office work including at least one year involving responsibility for the performance of highly specialized and technical duties with some lead or supervisory experience.

A Bachelor's degree may substitute for two years of the required experience.

Knowledge of:

• Advanced office management principles and practices.
• Principles and practices of supervision, training and performance evaluation.
• Principles and practices of safety management.
• Pertinent local, State and Federal laws, ordinances and rules.
• Proper English usage, grammar, spelling and punctuation.
• Alpha numeric filing and retrieval systems.
• Basic financial recordkeeping and reporting.
• Purchasing procedures.
• Advanced principles and practices of customer service.
• Basic objectives of data processing procedures.
• Office methods, procedures, software and equipment.

Ability to:

• Organize, implement and direct clerical activities.
• Develop and maintain filing systems.
• Compute general correspondence, letters and take meeting minutes.
• Understand, apply and explain City policies and procedures.
• Determine matters of confidentiality and handle them in a confidential manner.
• Make mathematical calculations quickly and accurately.
• Collect data and organize materials in an understandable manner.
• Prepare, proofread and edit reports and materials.
• Make accurate comparisons and computations.
• 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, and other agencies and the public.
• Demonstrate initiative an exercise good judgment in the performance of duties.
• Work independently and as a team member; recognize and set priorities to meet deadlines
• Observe safety principles and work in a safe manner.
• Demonstrate proficiency in Office applications, including: word, excel, power point.

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 alternate transportation as approved by the appointing authority and a safe driving record.

DESIRABLE QUALIFICATIONS
Clerical experience in a governmental agency.
An Associate's or Bachelor's Degree in business administration, public administration, or a related field.

Application and Selection Process

If you are interested in this opportunity, please submit a City of Sunnyvale employment application and responses to the supplemental questions to the Department of Human Resources no later than 5:00 pm on Monday, March 17, 2025. 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 Sunnyvale.ca.gov and click on JOBS. Late or incomplete applications will not be accepted.

EXAM PROCESS

Applications will be competitively screened based on the minimum qualifications of this position. Based upon a review of the application materials, the most qualified candidates will be invited to participate in the examination process, which may consist of an oral examination scheduled for Tuesday, April 1, 2025 ( Note: The examination process may be changed as deemed necessary by the Director of Human Resources).

SELECTION PROCESS

Those candidates that 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. Top candidates on the eligibility list will be invited to participate in a selection interview with the Library and Recreation Services Department tentatively scheduled for the week of Monday, April 7, 2025 and with the Department of Public Works tentatively scheduled for the week of Monday, April 28, 2025 .

Any candidate selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a comprehensive background investigation, as well as 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.

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).

Any successful candidate selected by the hiring department will be required to submit proof of education (i.e., copy of the diploma or college/university transcripts). An applicant with a college degree obtained outside the United States must have education records evaluated by a credential evaluation service at the candidate's expense. Candidates may utilize any third-party agency for the evaluation. If you search ‘education equivalency verification' or similar online, you will obtain results for agencies that provide this evaluation service. A conditional job offer cannot be made until the education has been evaluated and submitted to the Department of Human Resources.

ADDITIONAL INFORMATION

Summary of Sunnyvale's Employees Association SEA
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• How to Apply for a City of Sunnyvale Job - YouTube (5:13)

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.

Summary of Sunnyvale's Employees Association (For Full Time Positions) SEA Benefits

Summary of Service Employees International Union, Local 521 (For Part Time Positions) SEIU Benefits

Notice of CFRA (California Family Rights Act) Rights and Obligations

Closing Date/Time: 3/17/2025 5:00 PM Pacific

Salary:

$41.58 - $53.06 Hourly