Office Assistant

City of Claremont

The application filing period for this recruitment may close, at any time once a sufficient number of qualified applications have been received. Applicants must be able to type 40 words per minute and attach a certified typing certificate (on-line typing certificates will not be accepted) .

Being the best is a philosophy Claremont employees put into practice every day. The City has a reputation for being a premier city in California, with cutting edge programs and a dedication to the public engagement process. If you are considering working for the City of Claremont, ask yourself....

If you are considering working for the City of Claremont, ask yourself....

• Are you ready to experience a different kind of City? A City that challenges convention, embraces innovation, and demands excellence?
• Do you have the passion, drive, and commitment to succeed in a fast paced, service-driven environment?
• The City of Claremont produces innovative programs that are setting the bar for municipalities across the country. Do you enjoy a challenging environment that will push you to be the best in your field?

If you answered these questions with YES, consider applying to be our next Office Assistant!

The Position

The Community Services Department has an exciting opportunity for a highly energetic and motivated self-starter with strong multi-tasking skills and the ability to work in a fast-paced environment.

The Office Assistant will work directly with the Senior Administrative Assistant and will be performing general office work, and provide customer service both on the telephone and in person. Typical responsibilities will consist of preparing routine correspondence and documents, filing several different types of paperwork/forms, inputting data into various spreadsheets, tracking information to compile service indicators at the end of the year, answering busy telephones, taking accurate messages, transmitting on a two-way radio system, and assisting in the coordination of meetings and special events. The Office Assistant also supports the Cemetery Sales and Services Coordinator with processing payments and paperwork related to sales of cemetery property and services.

The ideal candidate must have strong communication skills, both verbal and written. They must have good phone demeanor and be able to prepare professional correspondence and documents for both internal and external use.

Hours of work for this position are 7:30 am until 6:00 pm, Monday through Thursday (38-hour work week).

Ideal Candidate

Qualified applicants will have at least two years of office experience in a fast-paced, multi-tasking office environment, and be a high school graduate or equivalent. Applicants must be able to type 40 words per minute and attach a certified typing certificate to your application. See attached typing certificate requirements. If you do not attach a typing certificate your application will be considered incomplete (on-line typing certificates will not be accepted). Knowledge of Microsoft Office, Word, Excel, and Windows is required. Must possess a Class C California driver's license and have a good driving record.

Additional Information

THE COMMUNITY SERVICES DEPARTMENT

The Community Services Department has an annual work plan that includes implementing applicable items on the City Council Priority List and actions as listed in the Sustainable City Plan. The Department manages and coordinates three operating divisions: Maintenance, Solid Waste, and Motor Fleet.

The Maintenance Division oversees all sewer, street, and sidewalk maintenance; public facilities maintenance; and maintenance of the City’s urban forest. The Solid Waste Division is tasked with providing residential and commercial sanitation services, including trash pick-up and recycling. The Motor Fleet Division is responsible for maintaining the City's fleet and contracted fleet services, including for the Inland Valley Humane Society. The Community Services Department also oversees operation and maintenance of Oak Park Cemetery. The Department has an annual operating budget of $26.1 million and 42 full-time employees across all divisions.

THE COMMUNITY

Located 30 miles east of downtown Los Angeles on the lower slopes of the San Gabriel Mountains, Claremont is best known for its tree-lined streets, historic buildings, world-renowned colleges, and award-winning school system.

Claremont provides the charm of a New England town within comfortable driving distance of major Southern California attractions, sports stadiums, and the Ontario International Airport. Sunset magazine described Claremont in this manner, "College towns like this one may be commonplace on the East Coast, but Claremont, 30 miles east of downtown Los Angeles, stands out as a singular example in Southern California." Metrolink Rail Authority also named Claremont a Preferred Destination Point.

The City has a population of 36,000 people calling Claremont their home. Within the City's 14.14 square miles, Claremont has 24 City-owned parks and sports fields, with 2,555 acres of public parkland, of which 1,769 is wilderness. Claremont has over 25,000 City trees and has been a winner of the National Arbor Day Association's TREE CITY USA award for 38 years.

Claremont's success is not accidental, but the result of a long tradition of creating and encouraging community cooperatives and involvement in civic affairs, which has also worked successfully in the areas of business and economic retention and development. The City of Claremont exemplifies the quality of a model city and is viewed and respected as a leader in local government.

COMPENSATION & BENEFITS

The City of Claremont offers an attractive and competitive benefits package, including:

• 3% Negotiated Salary Increase 7/1/25 and 7/1/26
• $1,500 a month for medical allowance
• 2% at 55 PERS retirement (Classic Members), Employee pays 7% of salary; 2% at 62 PERS retirement (New Member) Employee pays 6.5% of salary
• Monday through Thursday schedule 38 hours per week
• 96 hours - 160 hours vacation based on years of service
• 132.5 holiday and floating holiday hours
• 96 sick hours per year (may bring up to 200 hours of sick leave from current employer)
• $75,000 life insurance on employee and $10,000 on dependents
• Employee Assistance Program (EAP)

HOW TO APPLY

Interested candidates can apply for this position online and obtain additional information at the City of Claremont website www.ci.claremont.ca.us. Only those applications that clearly demonstrate the most job-related education, training, and experience will be selected to move forward in the recruitment process.

REASONABLE ACCOMMODATION

The City of Claremont is committed to providing reasonable accommodation to applicants as required by the Americans with Disability Act (ADA) and Fair Employment and Housing Act (FEHA). Individuals with qualified disabilities who need reasonable accommodation during the selection process or in the performance of their duties must specify the accommodations needed, in writing, at the time when the employment application is submitted.

EQUAL OPPORTUNITY EMPLOYER

The City of Claremont is an Equal Opportunity Employer, committed to supporting Diversity, Equity, and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging

City of Claremont employees in CATSEA areentitled to the following benefits:

HEALTH, WELFARE, AND SAVINGS BENEFIT: The City shall contribute $1,500 per month towards any offered health plans, dental plans, and vision plans.

HEALTH INSURANCE: The City offers a number of health plans through KeenanInsurance.

DENTAL INSURANCE: The City offers a choice of two dental plans. One is an indemnity plan, which allows you to go to the dentist of your choice (no orthodontia coverage). The other is a direct service plan, in which you must select and receive care at one of the dental offices or centers provided by the plan (orthodontia coverage).

VISION INSURANCE: The City offers a vision plan, which provides a vision examination each year and lenses and frames or contacts every year.

LIFE INSURANCE: Employees receive a life insurance policy of $75,000 for themselves and $10,000 for any dependents they elect to insure. There are also optional insurance programs which can be taken with an employee if they leave City service.

FLEXIBLE BENEFIT PLAN (SECTION 125): The City offers a voluntary flexible benefit plan which allows employees to pay for certain expenses (child care, unreimbursed medical expenses, and insurance premiums) with pre-tax dollars.

VACATION: Employees are entitled to a paid vacation of 96 hours following one year of employment (employees may take their accrued vacation after six months of employment). From the second year of employment until completion of the thirteenth year, employees are entitled to 120 hours of paid vacation. Beginning with the fourteenth year, and every year thereafter, employees are entitled to 160 hours of vacation. A one time, 80-hour longevity leave bonus is given to an employee on their service anniversary date at the 10th, 15th, 20th, 25th, 30th, 35th, etc. years of service.

SICK LEAVE: Employees shall accrue eight hours of sick leave per month. New employees may bring with them up to 200 hours of sick leave from their previous agency if their previous employer did not otherwise compensate them. New employees must provide documentation from their previous employer verifying their uncompensated sick leave hours.

SICK LEAVE CASH OUT: Employees with at least 240 hours of accrued sick leave may cash out up to 24 hours at the end of each calendar year.

ADMINISTRATIVE LEAVE ( EXEMPT EMPLOYEES ONLY ): 56 hours of administrative leave per calendar year is granted to exempt employees in recognition of the frequent requirement to work evenings, weekends, and holidays in excess of 38 hours per week. Any of the 56 leave hours not taken will be lost at the end of each calendar year.

JURY LEAVE: Employees required to serve on a jury are entitled to their regular compensation for up to 76 hours.

HOLIDAYS/FLOATING HOLIDAY HOURS: All Unit employees shall receive 37.5 floating holiday hours each calendar year. In addition, employees shall be entitled to the following holidays with pay each calendar year. Each holiday shall be valued at 9.5 hours.

• New Year's Day (January 1)
• Martin Luther King's Birthday (The third Monday in January)
• Presidents' Birthday (The third Monday in February)
• Memorial Day (The last Monday in May)
• Juneteenth (June 19th)
• Independence Day (July 4th)
• Labor Day (The first Monday in September)
• Veteran's Day (November 11th)
• Thanksgiving Day
• Christmas Day (December 25th)

Employees shall receive additional floating holiday hours when any of the ten (10) holidays fall on the employee's scheduled day off work. For example, with a Monday through Thursday schedule, any holiday that falls on a Friday, Saturday, or Sunday shall be converted from 9.5 holiday hours to 9.5 floating holiday hours.

RETIREMENT:

The City of Claremont offers enrollment in the California Public Employees' Retirement System (PERS):

1. PERS Plan Formula - The City shall provide the 2.5% @ 55PERS contract option to current miscellaneous employees hired prior to March 19, 2012. An employee who is hired by the City after March 19, 2012, from another Public Employees' Retirement (PERS) agency or agency with PERS reciprocity, or with a break in service of 6 months or less, shall receive the Second Tier PERS benefit formula of 2% @ 55. A returning Claremont City employee that was enrolled in PERS will receive the PERS benefit formula they received while previously employed with the City, irrespective of the break in service. An employee who is a new enrollment in PERS, is not coming from an agency with PERS reciprocity, or with a break in service greater than 6 months shall be enrolled in the Third Tier PERS benefit formula of 2% @ 62.

2. All miscellaneous employees hired prior to March 19, 2012 shall contribute 8% towards their PERS member contributions. Employees receiving the Second Tier PERS benefit formula of 2% @ 55 shall contribute 7% towards their PERS member contributions. Employees receiving the Third Tier PERS benefit formula of 2% @ 62 shall contribute 6.5% or 50% of the total normal cost rate, whichever is greater, towards their PERS member contributions.

Both City and employee contributions shall at the time of separation, belong to the employee.

3. PERS Highest Pension Calculation Compensation Period - The City shall continue to provide the Single Highest One Year Final Compensation Pension calculation benefit to current miscellaneous employees hired prior to March 19, 2012. Miscellaneous employees hired after March 19, 2012 shall receive the Three Year Final Compensation calculation benefit.

4. The City shall provide miscellaneous employees under the 2.5% @ 55, 2% @ 55, and 2% @ 62 plan tiers with the following benefits/provisions:

a) Credit for unused sick leave (Government Code Section 20965).

b) 1959 Survivor Benefit (Third Level benefits)

DEFERRED COMPENSATION PLAN: Employees have the opportunity to participate in a supplemental retirement savings plan offered through MissionSquare. Through tax-deferred payroll deductions, employees are eligible to deposit funds into their account, up to the maximum allowed by law.

Participation in this program:

• Invests in high-performing funds yielding tax-deferred earnings;
• Provides a superior tool for retirement planning and savings.

401 (a) PLAN: Employees have the opportunity to participate in this tax deferred retirement savings tool. Employees may defer compensation up to $46,000 annually or 100% of income, whichever is less.

DEFERRED COMPENSATION RETENTION INCENTIVE PROGRAM ( EXEMPT EMPLOYEES ONLY ): This program was established to provide tenure and savings incentives for exempt employees. Beginning with the employee's third consecutive year of service, the City will match up to one percent of the employee's base pay, payable into their deferred compensation account. This percentage increases to two percent at the beginning of their fifth year, three percent at the beginning of their sixth year, four percent at the beginning of their eighth year, and five percent at the beginning of their tenth year. The employee's match may come from any excess health benefit.

LONG-TERM DISABILITY: The City provides a long-term disability plan. This benefit is in case an employee sustains a non-work-related illness or injury that results in their inability to work for a long period of time. In this event, an employee will receive 66.66% of their base pay after 60 days, and continued payment until they are medically able to return to work, or until they reach the age of 65, whichever comes first (maximum of $8,000 per month).

TUITION REIMBURSEMENT: Employees may particiate in the City's tuition reimbursement program. The amount of reimbursement will be up to $1,500 per fiscal year. Reimbursable items include registration, tuition, textbooks, and parking.

BILINGUAL PAY: Employees are eligible to receive $75monthly bilingual pay upon successful completion of a proficiency exam for Spanish or other language as may be designated by the City.

POLICE RECORDS ASSIGNMENT PREMIUM: Senior Records Clerks and Records Clerks who are routinely and consistenly assigned to the Poilice Records Division shallreceive$100 monthly.

WORK BOOT REIMBURSEMENT: The City will contribute up to $400 towards the purchase of work boots for employees in applicable positions as defined in the Memorandum of Understanding.

CREDIT UNION MEMBERSHIP: Employees are eligible for membership in the F & A Federal Credit Union. F & A offers a wide variety of services, including checking and savings accounts and all types of loans (automobile, vacation, personal, first and second home mortgages, and more!).

EMPLOYEE ASSISTANCE PROGRAM (EAP): The City cares about the emotional and physical well-being of its employees and their families and offers a City paid Employee Assistance Program.

DIRECT DEPOSIT PAYROLL: Employees may authorize the automatic deposit of their paycheck into their checking, savings, or credit union account.

Revised: July 2024

Closing Date/Time: 11/25/2024 1:00 PM Pacific

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• City of Claremont

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