This job has closed.

City of Sunnyvale · 1 month ago

Senior Office Assistant - Bilingual (Spanish/Mandarin)

Sunnyvale, CA

Full-time

Onsite

Mid, Senior Level

3+ years exp

The City of Sunnyvale is currently recruiting for a bilingual Senior Office Assistant in the Recreation Services Division of the Library and Recreation Services Department. This role serves as the main point of contact to the public, requiring fluency in Spanish and/or Mandarin to effectively serve the city’s diverse community.

CommunitiesGovernmentPublic RelationsPublic SafetyWellness

Comp. & Benefits

Responsibilities

Plans, prioritizes and reviews the work of staff assigned to a variety of clerical duties in support of an assigned department or program

Develops schedules and methods to accomplish assignments ensuring work is completed in a timely and efficient manner

Participates in evaluating activities of staff, recommending improvements and modifications

Provides and coordinates staff training; works with employees to correct deficiencies

Performs difficult clerical work requiring an understanding of departmental or specialized functions to support departmental staff

Answers telephones, receives visitors, schedules appointments and supplies information

Types letters and other materials from rough draft, marginal notes or verbal instruction and proofreads documents; prepares letters and notices

Receives and processes facility use requests; provides information and communicates policies and procedures to the public

Assists with the purchase of supplies and materials; receives, reviews and processes invoices for payment

Issues routine permits; calculates and accepts fees

Receives, reviews and processes department timecards; researches and resolves discrepancies; assists with the preparation of personnel records and documents

Develops and maintains general and confidential files

Checks forms, records, reports and other materials for accuracy, completeness and confirmation with established procedures

Assists with budget input and monitoring; runs periodic budget reports

Uses specialized computer databases to input, retrieve, query and manipulate data for statistical reporting

Arranges meetings, makes appointments, compiles agendas and assists in preparation of materials for meetings

Collects, compiles, audits and posts information to records

Establishes and maintains systems to assure accountability and control

Searches records to obtain information

Processes, audits and cross-references materials related to data processing and payments

Checks erroneous, unusual or machine rejected data to ensure proper disposition and reintroduction into the processing cycle

Collects information from a variety of sources and compiles data for special and periodic reports

Updates and maintains department website

As assigned, provide support and services, including preparation of minutes, for Boards, commissions, public hearings and private meetings in an efficient and effective manner

Qualification

Fluency in SpanishFluency in MandarinTechnical supervisionCustomer serviceClerical experienceOffice software proficiencyBusiness letter writingData organizationEffective communication

Required

Fluency In Spanish And/or Mandarin Required

Graduation from high school or the tested equivalent

Three years of progressively responsible clerical experience

Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternate transportation as approved by the appointing authority and a safe driving record

Principles and practices of technical and functional supervision and training

Proper English usage, grammar, spelling and punctuation

Alpha numeric filing and retrieval systems

Basic financial recordkeeping and reporting

Purchasing procedures

Advanced principles and practices of customer service

Business letter writing and report preparation

Office methods, procedures, software and equipment

Provide technical and functional supervision over assigned staff; effectively train staff

Develop and maintain filing systems

Compose general correspondence, letters and take meeting minutes

Understand, apply and explain City policies and procedures