SUPERVISING OFFICE ASSISTANT @ City of Stockton - Stockton, CA

Job Overview

a month ago

SUPERVISING OFFICE ASSISTANT

City of Stockton - Stockton, CA

DEFINITION

OPEN/ PROMOTIONAL OPPORTUNITY
MONTHLY SALARY RANGE:
$4,498.44 - $4,728.95 - $4,971.22 - $5,225.25 - $5,493.40 - $5,774.47

FLSA STATUS: Non-Exempt
TENATIVE EXAMINATION DATE: Week of June 6, 2022 (candidates must appear in person for the examination).

TYPING CERTIFICATE SUBMISSION DEADLINE:
Thursday, June 2, 2022 at 5:00pm

The City of Stockton is currently accepting applications for the position of Supervising Office Assistant. The current vacancy exists in the City of Stockton's Municipal Utilities Department, Administrative Division. The incumbent will work a City of Stockton 9/80 schedule: 7:00 a.m. - 4:30 p.m. Monday through Thursday, 7:00 a.m. - 3:30 p.m. Fridays, with every other Friday off.
Incumbents in this position are covered under Civil Service and are included in the Civil Service system and are represented by the Mid-Management/Supervisory Bargaining Unit. (Classified/Represented)
This recruitment is being conducted as an Open/Promotional recruitment. Current full-time City of Stockton employees may apply for this position as a promotional opportunity and successful candidates will be placed on a promotional list. All other candidates may apply for this position as an open competitive opportunity and successful candidates will be placed on an open list. The appointing authority will have the option of requesting names from the promotional list or a combination of both.

This list may be used to fill future vacancies.
Prior to appointment, eligible candidates may be required to submit to and successfully pass a background investigation, which will include fingerprinting.

TYPING CERTIFICATE REQUIREMENT
Applicants must submit a valid (two years old or less) typing certificate for at least 40 NET WORDS PER MINUTE no later than 5:00 p.m., Thursday, June 2, 2022. (See supplemental question #6.) Click here for typing certificate requirements. (Download PDF reader)

Under general supervision, supervises office support in a specified functional area; provides difficult or specialized office support to various City offices; performs related work as assigned.

CLASS CHARACTERISTICS

This is the first full supervisory level in the office support series, responsible for planning, organizing, supervising and reviewing the work of a group of office support employees. The work also includes performance of difficult, complex or specialized office support work and may include acting as secretary to management staff.

PRINCIPAL DUTIES (Illustrative Only)

  • Plans, organizes, supervises, reviews, and evaluates the work of assigned staff on a day-to-day basis; trains staff in work procedures; may interview and recommend selection of staff.
  • Assists in establishing goals and objectives for the organizational unit to which assigned.
  • May compile and provide input for budget figures and assist in administering the annual budget.
  • Researches and assembles information from a variety of sources for the completion of forms or statistical calculations.
  • Provides information to the public or to City staff that may require the use of judgment and the interpretation of policies, rules or procedures.
  • Organizes and maintains various departmental files.
  • Types correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions, using a typewriter or word processor.
  • Proofreads and checks typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
  • Enters and retrieves data and compiles reports from an on-line or personal computer system.
  • Attends to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
  • Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call.
  • Reviews computer-produced reports for accuracy and makes corrections as required; operates standard office equipment.
  • Processes forms and records, purchase requisitions and orders and others related to the organizational unit.
  • May attend council, committee or commission meetings and prepare minutes of the proceedings.

MINIMUM QUALIFICATIONS


Education/Experience:
Possession of a high school diploma or GED and four (4) years of responsible general clerical or office administrative experience. Some college or business school course work in office administration AND lead or supervisory experience is desirable.
Other Requirements:
  • Specified positions may require possession of a valid California driver's license.
Knowledge of:
  • Supervisory principles and practices;
  • Office management practices and procedures, including filing and the operation of standard office equipment;
  • Proper form for typed materials;
  • Business arithmetic, including percentages and decimals;
  • Correct English usage, including spelling, grammar and punctuation;
  • Policies and procedures related to the department to which assigned;
  • Basic business data processing principles and the use of word processing or personal computing equipment;
  • Basic record keeping principles and procedures.
Skill in:
  • Planning, assigning, supervising, reviewing and evaluating the work of others;
  • Training others in work procedures;
  • Reading and interpreting rules, policies and procedures;
  • Organizing, researching and maintaining office files;
  • Dealing tactfully and effectively with those contacted in the course of the work;
  • Composing routine correspondence from brief instructions;
  • Using initiative and sound independent judgment within established guidelines;
  • Operating standard office equipment, including a word processor and centralized telephone equipment;
  • Typing accurately at a rate of 40 net words per minute from printed copy.

The Examination:

Applicants who qualify in terms of relevant work experience and education, that best fit the needs of the City, will be invited to participate in the examination process. The examination process may include a written, oral and/or practical examination weighted 100%. However, the City reserves the right to utilize alternative testing methods if deemed necessary. Candidates must receive a minimum passing score of 70%, as determined by the relative performance of all candidates in all portions of the examination. In the event of identical ratings, candidates' names will be arranged in order of application date/time, and, if the same, then arranged alphabetically.

ALL APPLICATIONS AND SUPPLEMENTAL QUESTIONS MUST BE COMPLETED FULLY AND SUBMITTED ON AN OFFICIAL CITY OF STOCKTON APPLICATION FORM. (DO NOT STATE "REFER TO RESUME" ON YOUR APPLICATION OR SUPPLEMENTAL QUESTIONNAIRE.) INCOMPLETE APPLICATIONS AND SUPPLEMENTALS WILL BE REJECTED AND CANNOT BE REVISED AFTER SUBMITTAL ON OR BEFORE THE FINAL FILING DATE. POSTMARKS, FACSIMILES, AND PHOTOCOPIES OF THE CITY'S EMPLOYMENT APPLICATION WILL NOT BE ACCEPTED. RESUMES ARE WELCOMED BUT SHOULD BE SUBMITTED AS ADDITIONAL INFORMATION ONLY.

The information in this announcement concerning the terms and conditions of employment does not constitute either an express or implied contract, and these provisions are subject to change.

NOTE:

  • After on-line submittal, immediate notification will appear on your screen indicating your application has been received. Please print this notice as proof of filing.
  • Notification and correspondence will be sent via email only. No paper notices will be mailed to applicants. It is the applicants responsibility to ensure a correct email address is provided and that correspondence is being received.
  • NeoGov.com: You will receive correspondence via the e-mail address you placed on your application. Some e-mail accounts have been known to place these e-mails in the spam/junk file. Please check your e-mail folders or accept e-mails ending with neogov.com.
In accordance with California Government Code section 3100, et., seq,. all City of Stockton employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.

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