Business Assistant
Job description
City of Santa Monica
Business Assistant (As Needed)
SALARY
LOCATION
JOB TYPE
JOB NUMBER
DEPARTMENT
OPENING DATE
CLOSING DATE
Job Summary
DEFINITION
Performs technical, administrative, and customer services duties in support of the business operations of a City section, division, or department. Responds to public inquiries, interprets and explains program services, policies and procedures, and provides paraprofessional and clerical assistance to assigned staff.
SUPERVISION RECEIVED
Works under the technical and administrative supervision of professional, supervisory or management staff, who outlines work and occasionally reviews work in progress and periodically reviews completed work.
NOTE : The current vacancy is in the Finance Department, Procurement Division.
Representative Duties
Researches administrative problems, assists with special projects, conducts studies and surveys, and produces reports recommending courses of action for solutions to problems.
Prepares, processes, files, and maintains a variety of billing records, fiscal reports, and related forms.
Processes invoices for payment, collects payments, issues receipts, prepares proper forms for deposit, reconciles receipts with transaction records, and generates routine revenue and expenditures reports. Applies credits to customer accounts and makes adjustments to accounts as necessary.
Enters, compiles, and evaluates data and oversees data entry activities of clerical staff. Checks figures and reviews irregularities in billing. Contacts customers to investigate and resolve problems.
Performs and coordinates clerical office duties. Prepares and maintains spreadsheets, databases, forms, and reports; composes business correspondence; distributes program services information to the public; orders office supplies; contacts vendors, companies, and outside agencies for services; and arranges meetings and schedules appointments.
Develops and maintains recordkeeping systems to monitor effectiveness of services and compliance with applicable laws, rules, and regulations relating to the specific area of business operations.
Interprets and explains federal, State, and local laws, municipal codes, and ordinances; general rules and regulations; and program and procedural information.
Receives and resolves routine customer service complaints and/or makes referral to appropriate source(s).
Provides clerical and paraprofessional assistance to assigned staff. Provides training and reviews the work of clerical staff.
Prepares agenda and packages for commission, committee, and board meetings.
Assists in the development, preparation and monitoring of a budget.
Performs other duties as assigned.
Knowledge, SKILLS, AND Abilities
Knowledge of:
Business administration principles and practices
Modern office procedures, practices, and equipment
Principles, practices, and procedures of bookkeeping and recordkeeping
Billing practices and procedures
Computer software applications, including spreadsheets and word processing
Principles of business writing
Basic mathematics
Applicable federal, State, and local laws, rules, and regulations
Principles of customer service
Ability to:
Communicate effectively, both orally and in writing
Interpret, apply, and explain federal and State laws, rules, regulations, and municipal codes and ordinances
Understand, interpret, and apply administrative and departmental policies and procedures
Analyze situations and solve problems
Conducts research, studies and surveys
Prepare and present clear and concise oral and written reports and recommendations
Establish and monitor office procedures and practices Respond to public inquiries, complaints, and requests for service in a tactful and courteous manner
Perform mathematical computations
Reconcile figures
Check words and numbers quickly and accurately
Establish and maintain computerized filing, tracking and recordkeeping systems.
Utilize technology to prepare and maintain accurate and concise records, files and detailed reports
Establish and maintain effective and cooperative working relationships with City employees, vendors, customers, outside agencies, and the general public
Work effectively with diverse racial, ethnic, and socioeconomic groups
Provide effective customer service
Requirements
Education: Graduation from an accredited college with an associate degree or 60 semester units or the equivalent of college level course work in public or business administration, accounting, or a closely related field.
Additional recent, related work experience may substitute for the educational requirement on a year for year basis. (Successful completion of 30 semester units or the equivalent is equal to one year of the additional work experience.)
Experience: Three years of paid work experience performing office administrative duties and providing complex clerical support which included customer service and billing or bookkeeping responsibilities.
Licenses and Certificates:
Possession of a valid Class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
Supplemental Information
Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.
NOTE: You must submit a copy of your college level transcripts or diploma with your application if you wish for your education to substitute for one year of the required work experience. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date. You may attach a scanned copy of your college diploma or transcript to your online application or e-mail a scanned copy of your college diploma or transcript to rosie.cruz@smgov.net. Failure to do so will result in your application being disqualified.
All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.
Background Investigation:
Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.
The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!
Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).
Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.
Agency
City of Santa Monica
Address
1685 Main Street, Room 101
P.O. Box 2200
Santa Monica, California, 90401
Phone
310-458-8697
Website
https://www.santamonica.gov/departments/human-resources
Business Assistant (As Needed) Supplemental Questionnaire
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