Office Assistant
Under immediate supervision, provides a variety of office support activities to the Community Development Department, which may include data entry, office organization, telephone and counter reception, payment processing, record keeping, assisting the public by answering questions via phone, email, and in-person, providing information, and directing inquiries to appropriate staff as necessary; performing office filing and assisting with records management functions; maintaining filing system, contacts database, employee lists, and inventories; providing typing, proofreading, and editing of a variety of documents and reports including preparing letters, memorandums, and email responses; generating and maintaining a variety of technical reports, spreadsheets, and databases using multiple computer applications and software including Microsoft Office Suite; developing correspondence, meeting minutes, forms, reports and other materials; scanning and indexing documents for electronic storage; performing related work as required.
The City of Malibu is seeking a highly motivated and detail-oriented Office Assistant to join our Community Development Department. The ideal candidate will serve as the first point of contact for internal and external stakeholders, providing excellent customer service while managing a variety of administrative and clerical duties. Must exercise good judgment, maintain confidentiality, and have the ability to gain a thorough understanding of City policies and procedures.
This role is essential in providing professional and courteous administrative support to city staff and the public. The successful candidate will be the first point of contact for many city-related services and inquiries and will play a vital role in the smooth day-to-day operation of the office.
Experience working in a government or public-facing environment, familiarity with municipal operations, procedures, or data systems; a team player who takes initiative and is willing to help others; discreet, professional, and able to handle confidential information responsibly; comfortable using standard office equipment and willing to learn new systems.
Receives and screens visitors and telephone calls; takes messages, directs visitors and callers to the appropriate office or person; provides information to City staff, other organizations, and the public regarding City and departmental activities and functions, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances. Organizes and maintains various administrative, confidential, reference, and follow-up files, following an established filing system; researches and compiles information from such files and purges files as required; conducts data entry. Attends to a variety of office administrative details such as opening and distributing mail, preparing outgoing mail, transmitting information, arranging for equipment maintenance, maintaining supplies and tickler files, maintaining appropriate records, and making copies. Prepares correspondence, reports, forms, receipts, notices, vouchers, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, or computer with form templates. Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling. May collect and account for fees and other monies collected and reconcile cash and credit card transactions. Observes and complies with all City and mandated safety rules, regulations, and protocols. Performs related duties as required.
Education: Equivalent to completion of the twelfth (12th) grade. Experience: One (1) year of clerical experience. Licenses and Certifications: None required.
Knowledge of organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. Standard office administrative and secretarial practices and procedures, including the use of standard office equipment. Records management principles and practices. Business arithmetic and basic statistical techniques. Appropriate reception and telephone etiquette. Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility. City and mandated safety rules, regulations, and protocols. Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to provide varied and responsible secretarial and office administrative work. Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions. Establish and maintain records for the assigned department. Make accurate arithmetic and basic statistical calculations. Recommend process improvement changes to streamline procedures and implement upon approval. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. Prepare clear and concise reports, correspondence, documentation, and other written materials. Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines. Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.