OFFICE ASSISTANT I. $3, $4, monthly, plus excellent benefits. APPLICATION CLOSING DATE: WEDNESDAY, OCTOBER 15, 2014 at 5:00 p.m.

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1 $3, $4, monthly, plus excellent benefits APPLICATION CLOSING DATE: WEDNESDAY, OCTOBER 15, 2014 at 5:00 p.m. APPLICATION PROCESS If you are interested in pursuing this exciting career opportunity, there are five (5) required items that must be submitted in order for you to be considered: A completed City of Gilroy/CalOpps online application form which also includes supplemental question responses and a complete work history. A detailed cover letter expressing your interest in the Office Assistant I position with the City of Gilroy. A resume that highlights your related skills and experience. Typing/keyboarding certificate with a rate of 40 net words per minute dated within six months of application. (See City of Gilroy Typing/Keyboarding Certificate flyer for information on obtaining the correct certification) A list of five work-related references with contact information. (Note: references will not be contacted without candidate s authorization and this step is not completed until after the interview process.) *There are several ways to submit the above required items: they may be uploaded as an attachment to your on-line application, mailed, or dropped off at the Human Resources Department. ABOUT THE POSITION The City of Gilroy is recruiting for two (2) full-time Office Assistant I positions. A position will be in the City Clerk s office helping support the Administration Department and the City Clerk functions. Another position will be shared between the Community Development Department and Public Works Engineering Department. The final recruitment eligibility list may be used to fill other Office Assistant positions that may come open in any city department. GENERAL DESCRIPTION: Under direct supervision of the assigned supervisor/manager, perform clerical work in support of assigned functional areas. Page 1 of 6

2 IDEAL CANDIDATE: The ideal candidate will have: Excellent customer service and communication skills coupled with a sincere desire to serve the community. A nice smile and a welcoming demeanor to serve the public. Strong organizational skills and ability to multi-task while meeting deadlines. A can do attitude with a willingness to take on any task or assignment. A work style which supports the overall team effort and that fosters public support for the City. An excellent track record of attendance and punctuality. Bilingual English/Spanish with both speaking and writing skills including the ability to draft and edit written documents in both English and Spanish. Strong computer skills with good working knowledge of MS Office Suite. EXAMPLES OF DUTIES: (Tasks vary depending upon assigned area. Specific duties will vary greatly depending on department to which assigned.) 1. Establish, administer and maintain a variety of files (sometimes confidential), official records and programs. 2. May make mathematical calculations and be required to prepare related reports. 3. May receive, account for and/or deposit money, post to financial records, utilize credit card machine and reconcile receipts/reports. 4. Type letters, reports and other documents, proofread and compare records and reports, provide clerical support for department managers and supervisors. 5. Process and direct incoming and outgoing mail. 6. Establish and maintain a variety of mailing lists. 7. May design, prepare and assemble a variety of forms, folders, agendas, packets, brochures, fliers and announcements and arrange for distribution. 8. Greet the public and provide assistance using proper customer service procedures. 9. Answer telephone, provide information in response to inquiries, directing calls as needed in a courteous and professional business manner. Make outgoing calls as necessary, including, but not limited to returning calls, requesting information, and performing telephone surveys. 10. May pick up and/or deliver documents to other offices/agencies. Page 2 of 6

3 11. Operate a wide variety of common office machines including a telephone, typewriter, calculator or adding machine, postage meter and scale, copier, computer, laser jet printer, fax machine, microfiche reader/printer, optical character reader, lettering machine, blue print machine, dictation/transcription equipment, and binding machine. May operate two-way radio and associated equipment. 12. May utilize specialized software programs. 13. Participate in training and enrichment programs and may train others. 14. May attend meetings as directed and may record and transcribe summary minutes. May forward pertinent information to Department staff. 15. May be required to attend evening meetings and/or work occasional evenings or Saturdays or prepare commission/board/committee agendas following proper formal meeting procedures. 16. May make necessary arrangements for meetings. 17. Assist in shipping and receiving activities that support City departments. 18. May process payroll records/timesheets for full-time and part-time/seasonal staff; maintain leave records for full-time staff. 19. Type purchase orders for City purchases. 20. Prepare, tabulate, and evaluate forms and other data applicable to Department. 21. Receive, process and provide information on various activities pertaining to the specific department to which assigned. 24. Perform related work as required. SUPPLEMENTAL QUESTIONNAIRE The supplemental questionnaire for this position is part of the on-line application form for this recruitment on Calopps.org (Member City: Gilroy). You must file your responses via the on-line application process. Supplemental Questions: 1. Please list the total number of months and/or years of clerical experience that you have for this position and note if any of this time was part-time or full-time. Include specific dates and timeframes when explaining this. 2. Please describe your customer service experience and any interaction you have had in working directly with the public. Page 3 of 6

4 3. Please list in bullet format the top five main clerical and administrative work tasks with which you have the most hands on experience. 4. Please describe your proficiency with the Microsoft Office software to include Excel, Word, Outlook, and PowerPoint? For each program, identify your proficiency level: Beginner, Intermediate, or Advanced. (Please note: Finalist will be tested on various software programs so please be honest in your assessment.) 5. Please describe in detail any violations that are currently on your driving record. List each violation and include the date of the violation and detailed description of the violation. Please note, if you are selected for an interview, you will be required to provide a current copy of your DMV driving record. 6. Please describe your experience directly supporting a busy team of department staff who work on a variety of projects and programs. 7. Please describe your English/Spanish bilingual skills including both verbal and written skills. 8. Have you submitted your typing/keyboarding certificate, dated within six months of this application? Education/Experience: QUALIFICATIONS Any combination of training and experience equivalent to high school diploma or G.E.D. and 6 months of experience in clerical office work. Type at least 40 net words per minute. Pass a post-offer medical examination, which includes a drug test. Possess and maintain a valid California Driver License and a safe driving record if the nature and duties of the job necessitate driving. (Please note, if you are selected for an interview, you will be required to provide a current copy of your DMV driving record.) Pass a Department of Justice criminal record check and background check for employment. Prefer non-tobacco user. Prefer bilingual (English/Spanish) Health Allowance and Flexible Benefits Plan COMPENSATION AND BENEFITS Depending upon the number of dependents the health allowance ranges from $ to $1, per month for core health benefits during the 2014 plan year. Subject to specific rules, a cash back program is also available with proof of other medical coverage. City employees participate in the PERS Health Program, and Page 4 of 6

5 may choose their medical coverage from a variety of providers. The City s flexible benefits plan includes medical and dental coverage as core benefits. A range of optional benefits including vision care, medical and dependent care accounts are also available. A term life insurance policy equal to $20,000, long-term disability plan, and an employee assistance plan are provided at City expense. Other Benefits The City currently offers the CalPERS 2.5% at 55 pension plan for classic CalPERS members and 2% at 62 for new CalPERS members. Currently, the city pays the full employer portion of the retirement contribution for classic members and 50% of the total normal cost for new members. The classic member contribution of 8% is a pre-tax payroll deduction; new members shall pay 50% of the total normal cost as set by CalPERS. Anyone hired on or after January 1, 2013 will be subject to the applicable provisions, retirement formulas, and plan benefits/restrictions associated with the Public Employees Pension Reform Act of Vacation, Sick Leave, Holidays Annual vacation ranges from two to four weeks per year, based on years of city of Gilroy service. Employees accrue eight hours of sick leave each month. Employees receive 36 hours of personal leave time in July of each fiscal year which must be used during the fiscal year (pro-rated based on hire date). The City observes 10 paid holidays each year. Medicare/Social Security Employees participate in Medicare (1.45% for both the employer and employee) as this is a mandated federal program. City of Gilroy does not participate in Social Security. Payroll All City employees are paid monthly, on the last business day of each month via direct deposit. APPLICATION PROCESS If you are interested in pursuing this exciting career opportunity, please attach and submit the following required items with your electronic CalOpps application: A completed City of Gilroy/CalOpps online application form which also includes supplemental question responses and a complete work history. A detailed cover letter expressing your interest in the Office Assistant I position with the City of Gilroy. A resume that highlights your related skills and experience. Typing/keyboarding certificate with a rate of 40 net words per minute dated within six months of application. (See City of Gilroy Typing/Keyboarding Certificate flyer for information on obtaining the correct certification) A list of five work-related references with contact information. (Note: references will not be contacted without candidate s authorization and this step is not completed until after the interview process.) Page 5 of 6

6 City Application Form Candidates must complete the CalOpps City of Gilroy application form for this position and submit on line. Please prepare attachments prior to completion of the CalOpps application so that you may upload and attach them to your CalOpps submittal. Apply Online: 1. Go to 2. Click on Member Agencies 3. Click on the City of Gilroy 4. Scroll down until you see City of Gilroy Job Openings 5. Click on desired job title 6. Click on Apply 7. Click on Create a Profile Please scan and save your attachments into one PDF document before uploading and attaching them to your application. Once you have the above items ready to upload, you can either scan them and attach them to your CalOpps on-line application and submit them electronically OR, if you do not have access to a scanner, you will need to mail in the application attachments (resume, current CA DMV report and references) to the City of Gilroy Human Resources Department for attachment to your application. These forms must be submitted electronically with your CalOpps application. If for some reason you are not able to upload the required application package items via CalOpps, please fax them with a cover sheet to our confidential FAX line: (408) In the alternative, you may mail them or handcarry them to: City of Gilroy, Human Resources Department, 7351 Rosanna Street, Gilroy, CA The application packet deadline is Wednesday, October 15, 2014 at 5:00 p.m. Only complete application packets will be reviewed so please be sure to submit all required application packet items by the deadline date/time. NEXT STEPS Only the most qualified applicants with the most relevant experience and education will be invited to continue in the selection process. Candidates identified for further consideration will be required to submit criminal conviction information via a supplemental questionnaire. In addition, final candidates for the position are required to pass a background check, State of California Department of Justice criminal records check, credit check, required medical evaluation/testing, and drug screen, given at the City s expense, prior to appointment. If special accommodations are necessary at any stage of the selection process, please contact the Human Resources Department right away. Attention: Communication regarding your status in this recruitment process will be conducted via . Be sure to include an address on the employment application. Applicants are responsible for notifying Human Resources of any changes to an address and/or other contact information. THE CITY OF GILROY IS AN EQUAL OPPORTUNITY EMPLOYER AND SUPPORTS WORKFORCE DIVERSITY. Page 6 of 6

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