Job Description
Closing Date: Wednesday, March 26th, 2025, 9:00 PM [PST]
Position: Senior Office Assistant - Maintenance Yard
Department: Public Works - Maintenance
Hourly Range: $26.79 - 31.01
Classification: Temporary
FLSA: Non-Exempt
Job Summary:
The Senior Office Assistant is responsible for providing administrative support, coordinating office operations, and ensuring efficient workflow across various departments. This role involves overseeing schedules, processing requests, handling records, and supporting personnel functions. The ideal candidate is organized, detail-oriented, and able to multitask in a fast-paced environment.
Supervisory Responsibilities:
* None
Responsibilities may include, but are not limited to:
* Oversee staff calendars and update leave requests.
* Schedule and coordinate conference rooms for yard meetings and other events.
* Process office supply orders and maintain inventory.
* Determine the responsible party for incoming mail and ensure proper distribution.
* Facilitate the hiring process by assisting with job descriptions and documentation.
* Track employee work hours and process payroll-related approvals.
* Oversee employee separations by preparing necessary documents.
* Oversee boot/pant approvals, allowance tracking, and check requisitions.
* Process and track deposits, fuel orders, and key requests.
* Maintain training logs and update signature authorization modifications.
* Assist with DMV appointments and proactive scheduling for compliance.
* Maintain and update emergency evacuation lists and official records.
* Process City Clerk records requests and ensure document accuracy.
* Prepare and update various logs and reports, including weekly standby reports for traffic and maintenance teams.
* Plan and coordinate division events and meetings.
* Maintain an updated lists for staff recognition.
* Train other staff members to perform work activities.
* Assist supervisors as needed.
* Establish and maintain work processes.
* Work independently and carry out assignments with minimal supervision.
* Perform other related duties as assigned.
The duties listed above are not intended to be all-inclusive. An employee may also perform other related duties as assigned by their immediate supervisor. This position is considered non-exempt.
Minimum Qualifications and Desired Skills:
* Strong organizational and time-management skills.
* Excellent communication and interpersonal abilities.
* Proficiency in office software and database management.
* Ability to handle sensitive information with discretion.
* Experience in administrative support or related fields.
* Any equivalent combination of education and experience that provides the knowledge, skills, and abilities necessary for acceptable job performance.
* Currently enrolled in a college or university majoring in Business or a related field is desirable.
Core Competencies:
* Problem Solving – Analytically and logically evaluating information.
* Learning Agility – Seeking learning opportunities and applying the lessons to work.
* Handling Stress – Maintaining emotional stability and self-control under pressure, challenge, or adversity.
* Professional Integrity & Ethics – Displaying honesty, adherence to principles, and personal accountability.
* Safety Focus – Showing vigilance and care in identifying and addressing health risks and safety hazards.
* Customer Focus – Attending to the needs and expectations of customers.
* Informing – Proactively obtaining and sharing information.
* Teamwork – Collaborating with others to achieve shared goals.
* Valuing – Appreciating the benefits of varied backgrounds and cultures in the workplace.
* Allocating Resources – Prioritizing the use of fiscal and material resources to maximize organizational effectiveness.
Guiding Principles:
1. Put people first.
2. Be visionary.
3. Be an ambassador for Lancaster.
4. Be fiscally responsible.
5. Be creative.
6. Always improving.
7. Be adaptable and resilient.
Essential Physical Requirements:
* Ascend/Descend stairs/ladders/balance (moderate)
* Position self to bend or twist (frequent)
* Move, transport, position items up to 15 lbs. (frequent)
* Exposed to outdoor weather conditions (infrequent)
* Operate equipment (none)
* Stationary or squatting position (frequent)
Environmental Factors:
* Work under time pressure (moderate to frequent)
* Interruptions (frequent)
Essential Cognitive Functions:
* Analyze (continuous)
* Computations (frequent)
* Generate written work product (moderate)
* Independent problem solving (continuous)
* Maintain positive public relations (continuous)
* Organize (frequent)
Disaster Service Worker:
Pursuant to California Government Code Section 3100-3109, all public employees are declared disaster service workers subject to disaster service activities as may be assigned to them in the event of fire, flood, earthquake, or other natural or man-made disaster.
Reasonable accommodations may be made to enable individuals with disabilities to perform the job’s essential functions. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
The City of Lancaster will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the City of Lancaster is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting www.dfeh.ca.gov/fair-chance-act/.
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