Website Town of Portola Valley
The Town of Portola Valley is searching for a part-time Administrative Assistant
The role of the part-time/temporary help (up to 32 hours) Administrative Assistant is to ensure the smooth performance of the Town’s office and its activities. In this position, you will act as the Town’s Ambassador to all those who visit Town Hall for assistance and services, where superior customer service and engagement are the norm. As the first point of interaction, you will act as a gatekeeper and direct visitors to appropriate staff member; answer questions regarding Town processes and services; provide information including distributing forms and explaining procedures; receive complaints and requests for information; and route queries for necessary action. This position works at the Town Hall front desk to best assist all community members, visitors and other guests alike.
Essential Functions:
• Perform a variety of complex, responsible and confidential office and administrative support.
• Act as Town Ambassador by providing front counter assistance to residents, general public, vendors, contractors, other professionals or visitors.
• Respond to public inquiries in a courteous manner.
• Organize office operations; maintain communal areas including lobby, Conference Room, breakroom, back meeting space and supply room.
• Assist with answering the main phone line and logging actions as well as to dos.
• Organize front counter and drawers for information; maintain adequate supply of up-to-date handout information and forms available for staff and the public.
• Receive and route incoming mail; process return mail as necessary.
• Create and post notifications of Town Hall closures.
QUALIFICATIONS
Knowledge of:
• Principles of office operations and management.
• Principles and practices of excellent customer service.
• Proficient in MS Office Suite (Outlook, Word and Excel).
• Application of data processing in accounting including data input and reporting.
• Business letter writing and the standard format for typed materials.
• Methods and techniques for basic report preparation and writing.
• Recordkeeping principles and practices.
Ability to:
• Establish, maintain and foster cooperative working relations with others from diverse backgrounds, including elected officials, co-workers and the public effectively and with courtesy, in person, via e-mail and over the phone.
• Navigate and excel in an environment where multi-tasking is the norm.
• Follow written and oral instructions and procedures.
• Communicate effectively, both orally and in writing.
• Conceive and effectively propose solutions to problems.
• Acquire knowledge of, interpret, explain and apply Town policies, procedures, codes, regulations and laws related to assignment, department, other functions of the city and other governmental agencies in a timely manner.
• Perform duties on a regular and consistent basis; meet critical deadlines.
• Learn knew software programs as necessary to perform job functions.
• Provide general clerical support and coordinate office functions.
• Prepare and maintain accurate documents, records and reports.
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Education/Training: Graduation from high school or G.E.D. equivalent supplemented by specialized business or secretarial training.
Experience: Experience: Two years of increasingly responsible customer service, clerical, phone, administrative and office operations experience; government experience a plus.
License or Certificate: Possession of, or ability to obtain, valid California Driver’s License
FLSA STATUS This classification is non-exempt from the Fair Labor Standards Act (FLSA).
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Standard office setting. CONTINUOUS work indoors in close proximity to co-workers and members of the public. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure. Work is performed indoors in office and in meeting rooms, occasional assignments outside and field visits in hilly terrain.
Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.
Hearing: Hear in the normal audio range with or without correction.
The Town is an Equal Opportunity Employer
Applicants with disabilities may request a reasonable accommodation by contacting the Human Resources Department at pvhr@portolavalley.net or calling 650-851-1700.
To apply please send a resume to pvhr@portolavalley.net
To apply for this job email your details to pvhr@portolavalley.net
