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Job Description
Description
Join our team at the heart of City Hall and help make a great first impression! We're looking for friendly, detail-oriented individuals to apply for the Office Assistant I/II position in our Development Services Department.
ABOUT THE POSITION
The Office Assistant I/II position in the Development Services Department serves as the front-line representative and first point of contact for City Hall, providing a positive and professional first impression. Under general supervision, the role performs a variety of duties supporting and staffing the operations of the Public Permit Counter which requires frequent interaction with the public in-person, over-the-phone, and via email. Responsibilities include management of the City’s business license process, electronic permit archival, receptionist tasks, data entry, word processing, and recordkeeping. The Office Assistant is essential in supporting departmental operations and ensuring efficient service to the public, City staff, contractors, and vendors.
ABOUT THE RECRUITMENT
Applications will be reviewed after the posting closes on 6/30/2025 at 5:00pm. Candidates that meet the minimum qualifications will be invited to attend an in-person written assessment in early July. Candidates who pass this assessment will be placed on an eligibility list for the next year. Applications from this recruitment may be used to fill future vacancies for this classification in other departments.
CLASS CHARACTERISTICS
Office Assistant I: This is the entry-level class of this clerical series.
Office Assistant II: This is the journey-level class of this series, fully competent to perform a variety of clerical support duties. All positions are characterized by the availability of supervision in non-routine circumstances. Specific duties, including the amount of typing, will vary with the department or division to which assigned. May act as a lead over an Office Assistant I incumbent.
Positions in the Office Assistant I/II series are flexibly staffed and positions at the II-level may be filled by advancement from the I-level; progression to the II-level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the II-level.
Examples of Duties
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.- Typescorrespondence,reports,forms,andspecializeddocumentsrelatedtothefunctionsofthedepartmentfrom drafts, notes, or brief instructions, using a computer.
- Proofreadsandcheckstypedmaterialsforaccuracy,completeness,compliancewithdepartmentalpolicies,and correct English usage including grammar, punctuation, and spelling.
- Reviews, issues, and monitors business licenses electronically.
- Provides education and troubleshooting support to the public on the business license process.
- HandlescashandaccesstofinancialrecordsinaccordancewithestablisheddepartmentalandCity policies and procedures.
- Assists in data evaluation and database development and maintenance as assigned.
- Preparesandupdatesavarietyofreports,whichmayrequiretheuseofarithmeticcalculations.
- Establishes and maintains office files.
- Actsasreceptionistandreceivesandscreensvisitorsandnon-emergencytelephonecalls.
- Operates standard office equipment.
- Performs other related duties as required.
Follow the link to view entire job description - Office Assistant I / Office Assistant II
Minimum Qualifications
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:
Education:
Office Assistant I/II- Equivalent to graduation from high school.
Experience:
Office Assistant II- Two (2) years of general clerical or office assistance experience.
- Experience which will have provided knowledge of the department to which assigned is desirable.
KNOWLEDGE OF:- Business letter writing and the standard format for typed materials.
- Policies and procedures related to the department or division to which assigned.
- Basic business data processing principles.
SKILLS AND ABILITY TO:- Organize and maintain office files.
- Compose routine correspondence from brief instructions.
- Ability to acquire on-the-job working knowledge of applicable Municipal codes, regulations, and procedures.
- Use initiative and sound judgment within established guidelines.
- Prioritize work and coordinate several activities.
- Communicate tactfully and effectively with the public, including interpreting and applying detailed rules and regulations.
- Organize and maintain office files.
- Compose routine correspondence from brief instructions.
- Rapidly learn the specific procedures and terminology of the organization unit to which assigned.
Supplemental Information
IDEAL CANDIDATE
Is highly professional, patient, respectful, and ethical; possesses excellent problem-solving skills and a can-do attitude. Communicates effectively and proactively both verbally and in writing. Enjoys working in a small town atmosphere with an engaged public, including merchants, property owners and residents.
EQUAL OPPORTUNITY EMPLOYER
The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.
LIMITATIONS AND DISCLAIMER
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
Closing Date/Time: 6/30/2025 5:00 PM Pacific -
ABOUT THE COMPANY
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City of Los Altos
Show moreTree-lined streets and a small village atmosphere characterize Los Altos, which is located in the heart of world famous Silicon Valley. Just 40 miles south of San Francisco, Los Altos is a residential community served by seven small retail districts. The seven square mile City is developed with small businesses, schools, libraries and churches.
Incorporated in 1952, Los Altos is a general law city with five elected council members who serve four-year terms. City Council meetings are held the second and fourth Tuesday of every month. Appointed commissions and committees assist the Council in an advisory capacity. The Council appointed city manager is responsible for financial and operational management of the city's 130 employees.
Highlights
- Over 200 volunteers assist in providing City government services to the community each year.
- In 1982, Los Altos became a leader in recycling programs when it began curbside residential collection of bottles, cans and newspaper. Since then, motor oil, yard waste and mixed paper have been added.
- City Council and Planning Commission meetings are televised live on the City's cable television government access channel 26. In addition, this channel carries a 24-hour video bulletin board on city services, activities and events.
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