Office Assistant / Office Clerk / Office Specialist

22nd Century Technologies, Inc.
Pay rate: $20-22/hr on w2
United States, California, East Palo Alto
Jan 09, 2025
Title: Office Assistant / Office Clerk / Office Specialist Duration: 6+ months Contract Pay rate: $20-22/hr on w2 Location: East Palo Alto, CA 94303 Shift timings: Mon - Fri 8 AM - 5 PM Job Description: Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Screens calls, visitors, and incoming mail; assists public at front counter and directs public to appropriate locations and/or staff; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff as necessary. Maintains calendars and makes meeting arrangements; schedules meetings between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings. Performs a variety of routine clerical duties including opening and routing mail and deliveries; preparing correspondence; filing and record keeping; duplicating and distributing various written materials; and ordering and keeping inventory of office supplies. Organizes, maintains, and updates departmental record systems using database software; enters and updates information with departmental activity, files, and report summaries; prepares documents for imaging; organizes and maintains various administrative, reference, imaging, and follow-up files. Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested. Composes, types, formats, and proofreads a variety of routine reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; suggests corrections. Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval. Maintains, organizes, and cleans office, conference rooms, and supply room. Required Skills: Departmental practices and procedures and applicable City policies. Clerical practices and procedures. Business letter writing and the standard format for typed materials. Basic principles of record-keeping. Basic arithmetic. 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. Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation. Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to graduation from the twelfth (12th) grade and one (1) year of experience performing clerical work in an office environment. Bilingual proficiency is desired. Licenses and Certifications: Possession of, or ability to obtain, a valid California Driver's License by time of appointment and a satisfactory driving record.