Office Technician

The City of Salinas Community Development Department is interested in filling a temporary Office Technician position. Temporary employees may not exceed a maximum of 25 hours per week and 1,000 hours per fiscal year (from July 1-June 30). This recruitment may close at any time. 

SPECIAL INSTRUCTIONS: All interested applicants must submit a copy of their high school diploma or equivalent and typing certificate of 40 net wpm, valid within the last twelve (12) months at the time of application. Applications missing the required documents will be considered incomplete. The City of Salinas will also accept a copy of college degree or transcripts as proof of education.

DEFINITION 

To perform a variety of responsible, confidential and complex clerical work, payroll, accounting, and administrative duties.

This is an intermediate level clerical class and is distinguished by the ability to perform the full range of duties with only infrequent instruction or assistance.
 

Receives general supervision from department director and/or other departmental staff.  May exercise supervision over lower level clerical personnel, temporary employees, student workers, or volunteers.

Duties may include, but are not limited to the following: 

1. Type, proofread, and process a variety of documents, including letters, memos, agendas, reports, statistical charts and forms. 
2. Prepare, process and maintain all departmental personnel and payroll records for departmental staff. 
3. Prepare and process personnel actions, hiring requisitions, performance reviews, performance agreements, purchase orders, purchase releases, workers compensation forms for injuries sustained on duty.
4. Process leave request forms for vacation, annual leave, sick leave, industrial leave, worker's compensation, compensatory time, flexible benefit, or other payroll related forms. 
5. Receive, sort and distribute payroll checks. 
6. Prepare, maintain, and process uniform allowance list, leave balance reports or other related lists or rosters. 
7. May order, issue and maintain departmental supplies, equipment and uniforms; maintain inventory controls. 
8. Prepare, coordinate, and process departmental billing requests, purchasing related documents and other accounting documents. 
9. Act as a receptionist; answer the telephone and serve the public and staff in a courteous and professional manner. 
10. Respond to inquiries as it relates to payroll, leave time, over time, compensatory time, workers compensation, or other payroll related questions. 
11. Research and compile information and data for statistical, financial reports, and special projects. 
12. Check records and forms for accuracy and completeness; sort and file documents and records; maintain various filing systems. 
13. Accept and account for monies from fees. 
14. Assist department director and/or departmental staff in preparing budget reports. 
15. Recommend changes and assist in the development of office and departmental procedures. 
16. Prepare travel authorization forms; inform departmental staff on amounts allowable for meals, mileage, registration and lodging. 
17. Refer to City policies rules and regulations to respond and refer inquiries as appropriate. 
18. Promote and maintain safety in the work place. 
19. Perform other related duties as assigned.

Knowledge of:
 

• Principles and practices of clerical, payroll, and administrative procedures. 
• Modern office methods and equipment.
• Clerical and financial record keeping principles and procedures.
• English usage, spelling, grammar and punctuation. 
• Business arithmetic. 
• Computerized spreadsheet programs and/or Excel.

• Make accurate mathematical computations. 
• Operate standard office equipment such as typewriters, computers, copiers, calculators and word processing equipment. 
• Process detailed paperwork in accordance with specific policies and procedures. 
• Establish and maintain effective working relationships with City officials and staff, outside agencies, and the public. 
• Deal tactfully and courteously with the public and other employees. 
• Communicate clearly and concisely, both orally and writing.
• Understand, apply and explain a variety of organizational, departmental and administrative polices, procedures and related information. 
• Compile, maintain and monitor complex records, and information. 
• Work independently in the absence of supervision and work under pressure to meet deadlines. 
• Maintain confidential data and information.

• Type at a speed of 40 words per minute

An example of the education and experience which most likely demonstrates the skills, knowledge and abilities required to perform the duties would be any combination equivalent to completion of high school and two years of increasingly responsible clerical and payroll experience.

PHYSICAL AND MENTAL CHARACTERISTICS
 

Physical, mental and emotional stamina to perform the duties and responsibilities of the position; manual dexterity sufficient to write, use telephone, computer, business machines and related equipment; vision sufficient to read printed materials, visual display terminals; hearing sufficient to conduct in person and telephone conversations; speaking ability in an understandable voice with sufficient volume to be heard in a normal conversational distance, on the telephone and in addressing groups; physical agility to push/pull, squat, twist, turn, bend, stoop and reach overhead; physical mobility sufficient to move about the work environment, physical strength to lift up to 20 lbs.; physical stamina sufficient to sit for prolonged periods of time; mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions.

WORKING CONDITIONS
 
Business office working environment subject to sitting at a desk for long periods of time, bending, crouching, or kneeling at files, pushing/pulling of file drawers and supplies, reaching in all directions and prolonged periods of time working at a computer terminal.

TYPING CERTIFICATE: A valid typing certificate demonstrating a typing speed of 40 net words per minute must be attached to employment application. City of Salinas will accept typing certificates from most employment agencies, adult schools, ROP Centers, EDD programs, community and technical colleges. Due to COVID-19, we will accept self-exams done online. All certificates or letters of completion must demonstrate the required net words per minute, valid within the last 12 months at time of applicationand the test administrator's contact information.

SELECTION PROCESS: Applicants' qualifications will be evaluated based on the information provided on the employment application. The exam process may consist of an application appraisal, oral interview, and/or written exam. The City reserves the right to use alternate testing procedures if deemed necessary. CITY COMMUNICATION REGARDING THE SELECTION PROCESS WILL BE VIA EMAIL. PLEASE ENSURE THAT YOU HAVE ACCESS TO THE E-MAIL ON YOUR APPLICATION. Finalist interview/assessment will be held with the City of Salinas.

EQUAL OPPORTUNITY EMPLOYER
The City of Salinas does not discriminate based on race, color, national origin, ancestry, sex, religion, sexual orientation, age, disability, marital status, political affiliation, or any other non-merit factor. The City of Salinas makes reasonable accommodation for qualified individuals with a disability. Individuals requiring any accommodation in order to participate in the testing process must inform the Human Resources Director in writing no later than the final filing date stated in this job announcement. Requests for accommodation should include an explanation of the type and extent of accommodations needed to participate in the selection process and/or to perform the duties of the job for which they have applied. EEO Utilization Report is available for candidate review upon request.

Recruitment Contact:

Maria Avila
(831)758-7231
maria.avila@ci.salinas.ca.us