Office Assistant I/II - Parks Department (Extra Help)

Full Job Description

The San Mateo County Parks Department (“Parks Department”) serves approximately three million visitors each year. Visitors have many options when visiting the County’s vast parks system.

With 24 parks and recreation areas, over 16,000 acres of park land, 190 miles of trail, ten playgrounds, nine campgrounds, and countless picnic sites the Department provides healthy outdoor activities, educational opportunities, and lasting memories.

The Parks Department is seeking qualified candidates for the position of Office Assistant I/II Extra Help.

Under general supervision, the Office Assistant I/II will assist the Parks Department in such activities as answering and making phone calls; assisting customers with making reservations; performing clerical services; managing records and data; reviewing office procedures; purchasing supplies/goods for Parks staff; communicating with the Parks Department's reservations system contractor and resolving issues related to the system; aiding in the implementation of the Parks Department’s new reservation system; issuing and processing annual passes; and performing related duties as assigned.

The ideal candidate will have:

• Exceptional communication skills, both verbal and written.
• Ability to provide excellent customer service to both internal (departmental) and external customers.
• Proficiency in using modern office technologies and equipment.
• Intermediate proficiency with desktop systems, database management, and the Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Excellent problem-solving and resourcefulness skills.
• Ability to manage a large and varied workload with changing and conflicting deadlines.
• Proven organizational and time management skills and the ability to meet deadlines and handle time-sensitive matters.
• Ability to produce quality work under fluctuating workloads with minimal supervision.
• Proven ability to exercise a high degree of discretion, exercise good judgment, and maintain confidentiality.
• Ability to establish and maintain effective working relationships with other personnel and the general public.
• Ability to work in a team environment and interact positively with a variety of people in different situations.

NOTE: This is an extra-help, at-will assignment, paid on an hourly basis. Some extra help positions are eligible for benefits under the Affordable Care Act. Extra help employees are not guaranteed permanent status at the end of the assignment.

Requirements

Duties may include, but are not limited to, the following:

• Answer phone calls from the public and County park visitors.
• Issuing annual passes to park visitors.
• Producing reports using many County systems and/or the Parks Department’s reservations system.
• Resolving issues and complaints from various stakeholders.
• Assist in the preparation of operating manuals and organization and workflow charts.
• Assist in managing databases and department systems.
• Purchase supplies and goods for Parks staff.
• Represent the department before various agencies and groups.
• Confer with others on a variety of administrative matters and is responsible for the proper and efficient functioning of the office and enforcement of rules and regulations thereof.
• Perform such responsible work as approving, checking, auditing, and verifying various records and reports.
• Make recommendations for improvement in office procedures.
• Assure cordial and efficient relations of office services staff with the public.
• Perform related duties as assigned.

Qualifications

Note: The level and scope of the knowledge and skills listed below are related to job duties as defined under Distinguishing Characteristics.

Knowledge of:

• Policies and procedures related to the department to which assigned.
• Office practices and procedures, including filing and the operation of standard office equipment.
• Business letter writing and the standard format for typed materials.
• Basic business data processing principles and the use of word processing or personal computing equipment.
• Correct English usage, including spelling, grammar and punctuation.
• Business arithmetic.
• Basic record-keeping principles and practices.

Skill/Ability to:

• Perform detailed office support work accurately.
• Compose routine correspondence from brief instructions.
• Operate standard office equipment, including a word processor and computer terminal.
• Use initiative and sound independent judgment within established guidelines.
• Prioritize work and coordinate several activities.
• Organize and maintain accurate files and records.
• Make accurate arithmetic calculations.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Understand and carry out oral and written directions.

Note: Specific positions may require the ability to type at a rate of 40 net words per minute from printed copy.

Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

Additional Information

Anyone may apply. A supplemental application form must be submitted in addition to the standard County employment application form. Your responses to the supplemental questions will provide additional information about your qualifications for this position, and will be used by the department in the evaluation process. A resume will not be accepted as a substitute for your responses. Neatness, clarity of expression, and the ability to follow instructions will be considered in the evaluation process.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the 'Apply Online' button above or below. If you are not on the County's website, please go to http://jobs.smcgov.org/ to apply. If you have any questions, contact the Parks Department Payroll and Personnel at (650) 363-4020.

NOTE: Due to the volume of applications for these positions, qualified candidates are encouraged to apply immediately as these positions may be filled anytime within the process. The Parks Department will screen materials as they are received and will directly contact qualified applicants for further consideration.

About the County
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.

The County of San Mateo, as an employer, is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

Analyst: Arlene Cahill