City of Pacific Grove Hiring for Office Assistant (Full-time) at Pacific Grove, CA Full Time

Summary
The City of Pacific Grove is accepting applications for a full-time office assistant for the Community Development Department. However, an eligibility list will be established for other full-time, or part-time vacancies within other City departments.

A 3% hourly salary increase is pending City Council approval. Increase is not reflected in the current compensation listed and is not a guarantee.

This position will perform a variety of specialized office support, public reception, and administrative duties related to the Housing Division. Daily activities may include but not limited to: providing the public information; maintaining accurate logs and records of activities; calculating income verification, processing payments, drafting loan and other application documents, conducting inquiries to verify information; assisting in report writing; and maintaining files, calendars and documents.

The ideal candidate will have public agency experience with strong technology and customer service skills, and ability to learn quickly and apply regulations and procedures to activities. Banking and mortgage lending experience experience is highly desirable.

Tentative Recruitment Timeline:
Application deadline is July 17
Application Review, week of July 17
Written Exam, week of July 25
Oral Exam Interview, week of August 8
Dates are tentative, but it is highly recommended that you plan your calendar accordingly. No make-up dates will be offered.

Essential Functions
Under basic supervision, performs clerical, technical, and office support duties; coordinates and oversees special program and project activities; collects fees, updates records and computer database; provides information and assistance to citizens.

As defined under the Americans with Disabilities Act, essential functions may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Performs clerical, technical, and administrative duties, including special projects, coordinating special program activities, collecting fees, data entry, record keeping, records research, and preparing and processing documents; performs duties in accordance with City policy and procedures, and within scope of authority; duties may vary according to job assignment and work skills.
• Uses knowledge of City policies and procedures to assist work group with special projects, special events, administrative support, technical assignments, and office support functions.
• Uses training and experience in area of assignment to review and process case files, applications, special government forms, and technical documents,
• Provides information, instructions, and assistance to the public and others having business with the City; assists citizens with requests, applications, government forms, and other documents; answers questions and resolves issues within scope of authority and training.
• Collects statistical data and compiles data for reports; receives and sends information to and from other agencies; maintains records and files.
• Researches and updates files; locates information for clients, staff, and others as authorized.
• Prepares correspondence; compiles and distributes information packets, and other communications.
• Receives and tracks payments for City services.
• Responds to and resolves within scope of authority citizen service issues in a courteous and respectful manner; resolves computer record errors and citizen requests within scope of authority.
• Supports the relationship between the City and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications
Education, Training and Experience Guidelines:
High School Diploma or GED equivalent; AND two years of clerical and computer experience, OR an equivalent combination of education, training, and experience. Public agency experience is desirable.

Knowledge of:

• General municipal policies and procedures.
• Policies, rules and regulations covering specific areas of assignment.
• Operations, services, and activities performed by assigned department.
• Methods and techniques of researching and compiling data for reports and presentations.
• Customer service principles, protocols and methods.
• Basic principles of record keeping and records management.
• Business computers and standard software applications

Skill in:

• Interpreting and explaining policies and procedures of assigned department.
• Researching and compiling data for reports and technical documents.
• Dealing tactfully and courteously with the public.
• Following verbal and written instructions and procedures.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

Licensing and Certification Requirements
Conditions of Employment

• Required to take an Oath of Office
• City employees are disaster relief workers in the event of natural disasters or emergency conditions.
• As part of the selection process, all individuals provided with a preliminary offer of employment will be subject to a background investigation, including a social media and criminal history check (primarily completed through the taking of fingerprints). An image of your fingerprints will be captured and sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature of the offense, the date of the offense, the surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.

LICENSE AND CERTIFICATION REQUIREMENTS:
A valid California State Driver’s License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in a standard office environment.

OTHER CONSIDERATIONS

• The City of Pacific Grove does not participate in Social Security. An employee in the part-time classification will contribute up to 7.50% of his/her pay into a 457 deferred compensation plan.
• Part-time positions are not benefited.
• The duration of the eligibility list is 14 months unless abolished by Human Resources. Eligibility lists established from this recruitment may be used for full-time, part-time and limited term positions.

COVID-19:
Applicants who accept employment with the City of Pacific Grove, may be required to be fully vaccinated, or submit to weekly testing dependent on transmission rates above low for Monterey County.

Must be a full-time employee to be eligible for all benefits listed below. Less than full-time employees may be eligible for pro-rated benefits depending on the bi-weekly hours worked.

• Health Insurance: Medical, dental and vision insurance coverage offered to employees and dependents.
• Life Insurance: $50,000 death benefit
• Supplemental Short Term and Long Term Disability Plans
• Holidays: Paid Holidays and floating holidays
• Paid Time Off (PTO)
• Flexible Spending Accounts: Voluntary health care or dependent care flexible spending accounts.
• PERS Retirement: Employer/Employee shared contributions.
• Deferred Compensation Plan: Voluntary participation in a 457 deferred compensation plan.
• Employee Assistance Program (EAP)
• The City does not participate in Social Security except for the mandatory Medicare Program.

Benefits are subject to change and do not constitute a contract.

Job Types: Full-time, Part-time

Pay: $45,052.80 – $58,968.00 per year