Senior Office Assistant - Department of Public Safety

Job Description:

Senior Office Assistant - Department of Public Safety

Description

Description

SENIOR OFFICE ASSISTANT - DEPARTMENT OF PUBLIC SAFETY
Regular Full-Time Employment Opportunities

The City of Sunnyvale is currently recruiting for Senior Office Assistant vacancies in the Department of Public Safety. The Department of Public Safety is a fully integrated police and fire department. The recruitment process for positions in the Department of Public Safety require a comprehensive background investigation.

The eligibility list established from this recruitment will only be used for vacancies in the Department of Public Safety.

The position opens Tuesday, February 18, 2025, and the final filing date is Tuesday, March 11, 2025, at 5:00 pm or after receiving 100 qualified and completed applications, whichever is first.

Under general direction of an assigned supervisor, organizes, assigns and reviews the work of assigned 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; and performs related work as required.

Distinguishing Characteristics

Senior Office Assistant is the advanced journey level in the Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed, complexity of duties assigned and independence of action taken. Employees perform the most difficult and responsible types of duties assigned to classes within this series, including providing technical and functional supervision over assigned personnel. Senior Office Assistant is distinguished from the higher-level classification of Principal Office Assistant in that the Principal Office Assistant has full supervisory responsibility.

Essential Job Functions

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

• Plans, prioritizes and reviews the work of staff assigned to a variety of clerical duties in support of an assigned department or program.
• Develops schedules and methods to accomplish assignments ensuring work is completed in a timely and efficient manner.
• Participates in evaluating activities of staff, recommending improvements and modifications.
• Provides and coordinates staff training; works with employees to correct deficiencies.
• Performs difficult clerical work requiring an understanding of departmental or specialized functions to support departmental staff.
• Answers telephones, receives visitors, schedules appointments and supplies information.
• Types letters and other materials from rough draft, marginal notes or verbal instruction and proofreads documents; prepares letters and notices.
• Receives and processes facility use requests; provides information and communicates policies and procedures to the public.
• Assists with the purchase of supplies and materials; receives, reviews and processes invoices for payment.
• Issues routine permits; calculates and accepts fees.
• Receives, reviews and processes department timecards; researches and resolves discrepancies; assists with the preparation of personnel records and documents.
• 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 materials for meetings.
• Collects, compiles, audits and posts information to records.
• Establishes and maintains systems to assure accountability and control.
• Searches records to obtain information.
• Processes, audits and cross-references materials related to data processing and payments.
• Checks erroneous, unusual or machine rejected data to ensure proper disposition and reintroduction into the processing cycle.
• Collects information from a variety of sources and compiles data for special and periodic reports.
• Updates and maintains department website.
• As assigned, provide support and services, including preparation of minutes, for Boards, commissions, public hearings and private meetings in an efficient and effective manner.

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

Three years of progressively responsible clerical experience.

Knowledge of:

• Principles and practices of technical and functional supervision and training.
• 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.
• Business letter writing and report preparation.
• Office methods, procedures, software and equipment.

Ability to:

• Provide technical and functional supervision over assigned staff; effectively train staff.
• Develop and maintain filing systems.
• Compose 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.

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.

Application and Selection Process

APPLICATION 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 Tuesday, March 11 , 2025, at 5:00 pm. If you are interested in this position, you should apply as soon as possible as only the first 100 qualified and complete applications will be considered.

Candidates are asked to fully describe any training, education, experience, or skills relevant to this position; resumes are not accepted in lieu of an application. Electronic applications may be submitted online 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 a written examination tentatively scheduled for the week of March 24, 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 department.

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. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.

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). 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
Positions in this job classification are represented by the Sunnyvale Employees Association (SEA) .

For assistance on how to fill out your job application, watch the following video:

• 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: 3/11/2025 5:00 PM Pacific

Salary:

$36.69 - $46.82 Hourly