Overview
Assistant Front Office Manager Jobs in San Francisco, CA at Stonestown Endodontics
Classification Description
About the City of Moorpark:
If you are seeking a career in government where you can make a difference in the community every day and be part of a positive work culture that supports professional development, the City of Moorpark is the place for you. We are seeking a motivated Administrative Assistant II to join our Public Works team. We welcome your application if this opportunity aligns with your career goals and experience. The City of Moorpark is a great place to make a big impact as part of a small team.
We offer a competitive salary and a currently offer a generous benefits package comprised of 90% City paid health insurance for employee and dependents, 100% City paid dental, vision, life, short-term and long- term disability insurance for employee and dependents, CalPERS retirement, 2% City contribution of employee gross salary to deferred compensation, annual leave bank, 11 ½ days paid holidays, Flexible Spending Plan, Employee Assistance Program (EAP), tuition reimbursement, voluntary employee-paid supplemental life insurance, 9/80 work schedule, and work/life balance e.g., possible flexible work schedule/remote work. (See and review the benefits tab). Here at City Hall, we have a mentorship program, an Employee Engagement Team, and we celebrate and recognize employees.
Your mission, should you decide to accept it, is to:
“Strive to preserve and improve the quality of life in Moorpark.”
Below are some employee comments on why they like working for the City of Moorpark:
“There is teamwork in my department. When I need help, there is someone always there to assist me”.
“I like the All-Employee Meeting. The food is always good, and the City Manager gives updates on what is happening. We play games and recognize employees.”
“I like working with professionals who are trying to do their best for the City.”
“Flexibility in my schedule and easy-going employees.”
The Administrative Assistant II Position:
The Administrative Assistant II in the Public Works Department performs a wide variety of responsible and complex administrative and secretarial duties for the department director and other staff. Responsibilities include but are not limited to coordinating and participating in office support and purchasing functions as well as providing information and assistance to the public regarding departmental policies and procedures. This position is not overtime exempt.
Essential Functions
Purchase materials and supplies; oversee the acquisition of office supplies; purchase commodities and/or services to maximize savings by determining best method of purchase; develop product specifications; receive materials and supplies purchased.
May develop methodologies and implement cost allocations for office supplies, postage and other central service costs; conduct special cost studies.
Maintain selected purchasing and computer records; may maintain vendor database.
May assist in the development and management of the City budget.
May negotiate contracts and/or monitor contracts to assure vendor compliance to specifications including insurance.
Perform secretarial support duties including type, format, edit, revise and proofread a wide variety of reports, forms, letters, memoranda and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation, take meeting notes and/or prepare minutes from video recordings as required; independently compose correspondence related to assigned responsibilities; assist in the design and production of technical information and handouts.
Maintain a calendar of activities, meetings and various events for assigned director or supervisor; coordinate activities with other City departments, the public and outside agencies; make necessary travel arrangements.
Screen office and telephone callers; act as receptionist for division, department, and/or public counter; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities as required.
May assist in a variety of department operations and perform special projects and assignments as requested including the organization of specifications for and tracking of bid packages and comparing and analyzing bids; issue permits; prepare flyers and announcements; produce newsletters or flyers; coordinate work assignments and supervise student workers or other clerical office staff; perform legislative history searches.
Maintain records and logs and develop reports concerning new or ongoing programs and program effectiveness; maintain records for attendance; appointments to City Commissions, boards and committees; facilities usage; service levels; permits and related records; prepare statistical reports as required.
Operate and maintain a variety of office equipment including computers, printers and copiers, scanners and postage machine; input and retrieve data and text; organize and maintain paper and electronic files.
Receive, sort and distribute incoming and outgoing correspondence.
Perform routine accounting functions; receive and process invoices; may participate in monitoring the department budget; compile time accounting, prepare employee time sheets and payroll forms; may collect fees and process receipts.
May serve as recording secretary to various committees, commissions and boards; prepare public hearing notices and agendas; attend meetings, take notes and prepare minutes.
May monitor and update information on the City’s website or other social media.
Qualifications
Knowledge of:
Operations, services and activities of assigned department.
Cash and credit card handling techniques.
Principles and practices of customer service.
Switchboard operating techniques.
Principles of proper phone etiquette.
Modern office procedures, methods and equipment.
Computer functions and related software.
Techniques of business letter writing and basic report preparation.
Principles and procedures of record keeping.
Principles and procedures of filing.
English usage, spelling, grammar and punctuation.
Basic mathematical principles.
Bid procedures.
Pertinent Federal, State, and local laws, codes and regulations, including Ralph M. Brown Act.
Principles of supervision, training and performance evaluation.
Ability to:
Perform responsible purchasing and secretarial work involving the use of independent judgment and personal initiative.
Coordinate, organize, and proofread the work of staff in the area of work assigned.
Interpret, explain, and enforce Department policies and procedures.
Understand the organization and operation of the City and of outside agencies as necessary to perform assigned responsibilities.
Prioritize work and perform multiple functions at once.
Work independently in the absence of supervision.
Operate and use modern office equipment including computer, printers, copiers, scanners, and postage machine.
Type and/or enter data on a computer at a speed necessary for successful job performance.
Take and transcribe dictation or take meeting notes at a speed necessary for successful job performance.
Independently prepare correspondence and memoranda.
Work cooperatively with other departments, City officials, and outside agencies.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Maintain mental capacity, which allows for effective interaction and communication with others.
Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
Experience, Training, License/Certificate, Working Conditions
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Four years of increasingly responsible clerical and office management experience including three or more years as an Administrative Assistant I or equivalent, one year of procurement/contracting experience, and one year of lead worker supervisory responsibility.
Public sector experience is desirable.
Training:
Equivalent to the completion of the twelfth grade supplemented by specialized clerical, computer, and office software training, and procurement, contracting, or related training.
License:
Possession of or ability to obtain and maintain an appropriate, valid California driver’s license.
Environmental Conditions: Office environment; exposure to computer screens.
Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time; light lifting, carrying, pushing and pulling; reaching; handling; use of fingers; talking; hearing; near acuity.
The City of Moorpark operates most divisions on a 9/80 schedule and offers a comprehensive and generous benefit program. Highlights include the following:
Health, dental, and vision insurance:
Medical insurance is through California Public Employees’ Retirement System (CalPERS) which offers PPO and HMO plans. The City pays 90% of the PERS Platinum Preferred Provider Organization (PPO) Health Plan family rate towards whichever plan the employee chooses. An employee may convert up to a maximum of $300 per month of the medical insurance allowance to cash out or deposit in deferred compensation each month if not used for medical insurance cost.
100% of dental and vision insurance premiums for employee and dependents is paid by the City.
Life Insurance: $50,000 term life insurance paid by the City.
Supplemental Life Insurance: Employees have the option of increasing their life insurance by purchasing supplemental life through payroll deduction.
Deferred Compensation Saving Plan: 2% of base salary is paid by the City into an employees Deferred Compensation Savings Plan.
Retirement: The City participates in CalPERS to provide retirement benefits for employees. For eligible miscellaneous Classic employees (employees hired before January 1, 2013 with a 2% @ 55 formula and no required employee contribution), the City pays 7% of base salary on employees’ CalPERS contribution. For “New” members (employees hired on or after January 1, 2013 with a 2% @ 62 formula), the employee contributes 6.75% of salary. The City does not participate in Social Security.
Annual Leave Accrual: Annual leave is accrued based on years of service. Annual Leave accrual rates for Competitive Service Employees begin at 22 days per year and max out at 30 days per year.
City Paid Holidays: 11 ½ paid legal holidays per year.
Remote Work Option: For certain positions where it may be appropriate without diminishing quality of performance or service delivery, remote work arrangements may be set up after six months of on-site work.
Flexible Work Schedule: For certain positions where it may be appropriate without diminishing quality of performance or service delivery, flexible work schedule arrangements may be set up.
Short and Long-Term Disability: 100% paid by the City.
Tuition Reimbursement: $2,000 per fiscal year or $12,000 lifetime maximum reimbursement for off-duty, job-related courses. Available funding for the program is subject to the annual fiscal year budget appropriation by the City Council.
Employee Assistance Program (EAP): The City provides a comprehensive Employee Assistance Program for confidential counseling and services to City employees and their immediate families.
Public Transportation Incentive Program: Reimbursement at 50% of actual expense, with a maximum reimbursement of $100 per month as approved by the City Manager.
A more inclusive listing of employee benefits can be found in the Memorandum of Understanding (MOU) between the City of Moorpark and Service Employees International Union (SEIU) Local 721.
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Title: Assistant Front Office Manager
Company: Stonestown Endodontics
Location: San Francisco, CA
