Staff Assistant

THE POSITION

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

The Public Works Department is seeking a Staff Assistant to join their team. This position will report to the Support Services Manager and is an integral part of a dynamic team that operates in a fast-paced and engaging work environment. This position will be responsible for carrying out digital outreach efforts in-house including maintaining websites, social media platforms, and other communications. Examples of tasks that will be assigned to this position include:

• Administrative support for the Assistant Director and eight divisions in the department
• Customer service to constituents
• Researching and writing material for publications and promotions including social media, website, and employee newsletter
• Identifying opportunities for promoting and marketing department projects
• Assisting the Support Services Manager and Media and Communications Specialist to address urgent critical safety concerns in the community

IDEAL CANDIDATE STATEMENT
The ideal candidate is collaborative and creative with strong communication and project-management skills. They will help streamline operations, manage calendars of the Assistant Director, coordinate meetings, and handle incoming inquiries to allow the department to work more effectively. The ideal candidate will develop, execute and administrate messaging campaigns for various Public Works services, programs, and projects using communications strategies and tactics that involve digital media. They will have experience in administrative functions, communications, and digital marketing. Graphic design skills using Canva and other design programs are highly desirable. The ideal candidate will have experience working directly with the public as well as government and community-based organizations. Strong writing skills are preferred.

Under general supervision, a Staff Assistant performs a wide variety of clerical duties; types and proofreads documents, sorts and files documents, records and correspondence; maintains records; responds to inquiries.

DISTINGUISHING CHARACTERISTICS

This entry-level classification is populated with multiple incumbents. The Staff Assistant performs assigned duties with only occasional instruction or assistance, and work is normally reviewed only upon completion. Adequate performance at this level requires the knowledge of general City procedures on purchasing, personnel, and payroll as well as knowledge of the department's policies and procedures. This classification is distinguished from Senior Staff Assistant in that the latter class requires specialized knowledge of clerical tasks and department operations and performs with a greater degree of independence.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by clerical supervisors or professional-level staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

- Performs a wide variety of routine and/or confidential clerical work including filing, billing, and checking and recording information on records; sorts and files documents and records, maintains alphabetical, index, and cross-reference files; receives, sorts, and distributes incoming and outgoing correspondence
- Acts as receptionist; answers the telephone and waits on the general public, gives information on department policies and procedures as required; issues, receives, types, and processes various applications, permits, and other forms; responds to complaints and requests for information.
- Types and proofreads a variety of documents including reports, memos, and statistical charts from oral direction, rough draft forms, copy, notes or transcribing machine recordings; operates adding machines and other office equipment.
- Compiles information and data for statistical and financial reports; maintains a variety of statistical records; checks and tabulates statistical data; prepares simple statistical reports; performs record keeping for various funds and expenditures.
- Orders office supplies; submits expense claims; maintains inventory records and information logs; processes purchase requisitions; maintains purchase records; resolves errors in orders received and invoices.
- Provides exceptional customer service to those contacted in the course of work.
- Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of:

- Microsoft Office and other relevant computer programs.
- Basic mathematical computations.
- Office methods and equipment.
- Basic record keeping.
- English usage, spelling, grammar, and punctuation.

Skill in:

- Use of computers, computer applications, and software.

Ability to:

- Perform multiple tasks simultaneously.
- Maintain confidential information.
- Type at a speed of not less than 40 net words per minute from clear copy.
- Perform routine clerical work.
- Learn to operate office equipment and learn office methods, rules, and policies.
- Understand and carry out oral and written instructions.
- Establish and maintain effective working relationships with others.

EXPERIENCE AND EDUCATION

Experience:

One year of responsible clerical experience, preferably involving customer contact.

SPECIAL QUALIFICATIONS

Driver License:

Possession of a valid California Class C Driver License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.

PROBATIONARY PERIOD:

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

THE SELECTION PROCEDURE

P lease note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
  

• Employment applications will be considered incomplete and will be disqualified:
  

• If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week ).
  

• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
  

• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
  

• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline . Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
  

• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
  

2. Training and Experience Exam : (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
  

• A resume will not substitute for the information required in the T&E questions.
  

3. Eligibility : Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Staff Assistant examination.

4. Screening Committee : (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
  

• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
  

• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
  

• Send an email to employment@cityofsacramento.org ; or
  

• Call the Human Resources Department at (916) 808-5726
  

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 11/28/2024 11:59 PM Pacific

• 

• City of Sacramento

Show more