Position: Office Assistant
Department: Transportation Division

Salary: $19.45-$22.51/Hours
Non - Exempt – Overtime Eligible

Job Summary:

Supervisory Responsibilities:

• None

Example of Duties & Responsibilities:

Duties may include, but are not limited to, the following:

• Processing and entering all division invoices, check requests, and POs into the financial record-keeping system
• Participating in the rollout of the new Tyler ERP System, learning the necessary processes, and training staff on those processes
• Review and assist staff with timecards in the ADP system
• Post fleet auction items and coordinate auction pickups
• Review City Council Staff Reports for grammar and spelling errors, then route for approvals
• Manage division calendars and coordinate meeting requests
• Handling incoming calls and other communications
• Manage filing system and recording information as needed
• Greet citizens and visitors
• Update paperwork, maintain documents and word processing
• Help organize and maintain office common areas
• Perform general office duties and run errands
• Coordinate events as necessary
• Maintain supply inventory
• Opens, sorts, and distributes incoming mail
• Performs other related duties as assigned

Required Skills:

• Understand and follow written and oral instructions
• Microsoft Office Excel and Word skills
• Grammar and proofreading skills
• Strong communication skills
• Deal tactfully and effectively with staff, participants and the public

Education and Experience:

• Any equivalent combination of education and experience that provides the knowledge, skills, and abilities necessary for acceptable job performance
• Currently enrolled in a college or university majoring in Business or a related field is desirable

Core Competencies:

• Problem Solving – Analytically and logically evaluating information
• Learning Agility – Seeking learning opportunities and applying the lessons to work
• Handling Stress – Maintaining emotional stability and self-control under pressure, challenge, or adversity
• Professional Integrity & Ethics – Displaying honesty, adherence to principles, and personal accountability
• Safety Focus – Showing Vigilance and care in identifying and addressing health risks and safety hazards
• Customer Focus – Attending to the needs and expectations of customers
• Informing – Proactively obtaining and sharing information
• Teamwork – Collaborating with others to achieve shared goals
• Valuing Diversity – Appreciating the benefits of varied backgrounds and cultures in the workplace
• Allocating Resources – Prioritizing the use of fiscal and material resources to maximize organizational effectiveness

Guiding Principles

• Put people first.
• Be visionary.
• Be an ambassador for Lancaster.
• Be Fiscally Responsible.
• Be Creative.
• Always Improving.
• Be Adaptable and Resilient.

Essential Physical Requirements:

• Ascend/Descend stairs/ladders/balance (moderate)
• Position self to bend or twist (frequent)
• To move, transport, position items up to 15 lbs. (frequent)
• Exposed to outdoor weather conditions (infrequent)
• Operate Equipment (none)
• Stationary or squatting position (frequent)

Environmental Factors:

• Work under time pressure (moderate to frequent)
• Interruptions (frequent)

Essential Cognitive Functions:

• Analyze (continuous)
• Computations (frequent)
• Generate Written Work Product (moderate)
• Independent Problem Solving (continuous)
• Interruptions (frequent)
• Maintain Positive Public Relations (continuous)
• Organize (frequent)

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

The City of Lancaster will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the City of Lancaster is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting www.dfeh.ca.gov/fair-chance-act/.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time;

CLASSIFICATION REVISED:

1/9/20