Principal Office Assistant

Description There are immediate openings in the Public Utilities Departments however; this recruitment will also establish a list for future openings in other departments. Valid Typing Speed Documentation is required by 4:30 p.m. on May 22, 2026. to be considered for the Principal Office Assistant position. DEFINITION Under general supervision, to perform a wide variety of difficult and specialized clerical work; to relieve a manager of administrative detail; to coordinate the activities of an office clerical staff; and to perform related work as required. CLASS CHARACTERISTICS Positions in this class are distinguished from those in the next lower class of Office Assistant by being assigned duties which require considerable previous experience and a highly specialized knowledge of a particular functional area of the City and the clerical methods and procedures of the assigned office. Positions in this class carry continuing responsibility for varied and complex clerical operations, where work procedures or methods must be independently selected or devised and provide administrative assistance to a Division Head. Work requires considerable judgment in assembling and evaluating information in the coordination of work. Incumbents typically give guidance to other office support staff. Instructions given by supervisors generally do not provide all of the information needed to complete the assignment. Incumbents are expected to resolve most problems confronted through the applications of judgment and precedent, referring to the supervisor only those which involve the establishment of new procedures and policies. Examples of Duties Prepares and processes complex materials which may require some analysis of source material and a thorough understanding and familiarity with policies, procedures, terminology and various applicable laws in order to obtain the necessary data; provides clerical and administrative support to a division head; compiles a variety of narrative and/or statistical reports, locating sources of information, devising forms to secure data and determining proper format for finished reports; reviews for accuracy and conformity to established procedures the work of others who are performing related operations in the work process; designs forms, works out improvements in procedures and participates in the reorganization of work procedures and assignments from procedural or ordinance changes; coordinates the flow of information to other divisions; coordinates the efforts of and participates fully in the work of office support staff; performs the more difficult clerical work; prepares manuals of office procedures and instructs staff members in their use; prepares correspondence, statistical data and reports as required; answers questions that involve searching for and abstracting data and detailed explanations; makes appointments, screens callers, screens correspondence, initiates replies to routine correspondence, assembles information from a variety of sources, requisitions supplies, material and equipment, prepares schedules, and relieves supervisor of routine office details; reports to supervisor problems encountered in the coordination of work; calls for purchase order numbers; logs and files a variety of records; prepares payroll documents; prepares personnel forms; receives and responds to emergency calls; operates a radio; types agendas and legal descriptions; records official documents; prepares bids and bid summaries; maintains budget expenditure files; operates City vehicles; and performs related work as required. Typical Qualifications LICENSE REQUIRED Possession of a valid Class C California Driver's License and a good driving record. EDUCATION AND EXPERIENCE Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: three years of increasingly responsible clerical experience and education equivalent to completion of the twelfth grade. QUALIFICATIONS Knowledge of Computer terminal operating methods and office software; Modern office methods and procedures, including the preparation of business correspondence and reports, filing and standard office equipment operation; Correct English usage, spelling, grammar and punctuation; Basic mathematics; Advanced record-keeping methods; Applicable state laws, City ordinances, procedures, and other regulations governing the department or area of assigned responsibility. Ability to: Receive and g