The City of Salinas is seeking to fill an Office Technician position in the Community Development Department and in the Public Works Department. The eligibility list established by this recruitment may be used to fill future Office Technician vacancies city-wide.
Special Instructions: All applicants must provide proof of the required education and a typing certificate valid within the last twelve months demonstrating a typing speed of 40 net words per minute at the time of application or submit to the Human Resources Department. The City will accept typing certificates completed online. Applications are incomplete without the required documents and will be disqualified. Applicants are responsible for ensuring all documents are received.
Summary of Duties: The Office Technician performs a variety of responsible, confidential and complex clerical work, payroll, accounting, and administrative duties.
Distinguishing Characteristics: 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.
Supervision Received and Exercised: Receives general supervision from department director or designee. Exercises no direct supervision.
Essential Job Functions
- Prepares, proofreads, and processes a variety of documents, including letters, memos, agendas, reports, statistical charts and forms
- Prepares, processes and maintains all departmental personnel and payroll records for departmental staff
- Prepares and processes personnel actions, hiring requisitions, purchase orders, departmental billing requests, purchasing-related documents and other accounting documents
- Processes performance reviews, performance agreements, leave request forms, workers’ compensation forms and related payment vouchers or other payroll-related forms
- Works with the Finance department to track, code and gather approvals and verify for accurate processing
- Receives, sorts and distributes payroll checks
- Prepares, maintains, and processes personnel action forms, leave balance reports, or other related forms, lists, or rosters
- Monitors and orders office supplies, equipment and uniforms; maintains inventory controls; submits invoices and processes purchase orders
- Assists the public in person and over the phone and serves the public and staff in a courteous and professional manner
- Responds to inquiries as it relates to payroll, leave time, over time, compensatory time, workers’ compensation, or other payroll-related questions
- Researches and compiles information and data for statistical, financial reports, and special projects
- Checks records and forms for accuracy and completeness; sorts and files documents and records; maintains various filing systems
- May accept and account for monies from fees, dependent of department or division
- Assists department director and/or departmental staff in preparing budget reports
- Recommends changes and assist in the development of office and departmental procedures
- Prepares travel authorization forms; informs departmental staff on amounts allowable for meals, mileage, registration and lodging
- May train lower-level clerical personnel, temporary employees, student workers, or volunteers.
- Refers to City policies rules and regulations to respond and refer inquiries as appropriate
- Promotes and maintains safety in the workplace
- Performs other related duties as assigned
Minimum Qualifications
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
- Standard spreadsheet and word processing programs
Ability To
- Make accurate mathematical computations
- Operate standard office 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
Skills To
- Type at a speed of 40 words per minute
Education: High School diploma/GED
Experience: Two years of increasingly responsible experience in any of the following areas:
- Clerical or administrative
- Payroll, payroll entry, time-card review experience
- Workers’ Compensation
- Finance, budget or accounting
Licenses and Certifications: A valid State of California Driver’s License dependent on appointment site
Supplemental Information
Physical Demands and Working Conditions: 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.
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.
Employee must complete SB 1343 Sexual Harassment Prevention Training within six months of appointment and every two years thereafter.
The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required.
Recruitment Contact
Darlenne Birrueta
darlenneg@ci.salinas.ca.us
831-758-7388
Veteran’s Preference: A veteran is defined in accordance with California Government Code 18540.4. In order to exercise this preference, the veteran must submit the City’s Veteran’s Preference Application and provide a copy of the DD-214 form at time of application as proof of military status. Failure to submit the required forms will be deemed a waiver of veteran's preference. Military veterans shall be given preference in initial appointment to City service. Further details can be obtained from the Human Resources Department, at 831-758-7254.
Public Employee Disaster Service Worker: In accordance with Government Code Section 3100, all City of Salinas employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.
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, assessment center 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 E-MAIL. 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.
Salary Steps: The following applies for Full-Time Regular positions only. Appointments are normally made at the first step. Consideration is given for increase to the second step after successful completion of the probationary period. (Employees appointed at a higher step will be eligible for consideration for the next step after one year, providing they successfully complete a probationary period.)
For a complete listing of benefits, please click here to visit the Memorandum of Understanding (MOU) for this position.