Office Assistant

Are you organized? Detail-oriented? Enjoy helping others? Want a great full-time entry point into City government?? Apply now to be considered for all current and upcoming vacancies! Our Office Assistants provide vital administrative and customer service support across various City departments. This position offers a variety of tasks in fast-paced environments where no two days are the same. We're looking for proactive, service-minded individuals who will bring enthusiasm, team spirit, and love working with cool people!!

The Office Assistant classification includes positions in multiple departments; ALL VACANCIES WILL BE FILLED FROM THIS RECRUITMENT, so express your interest now! **Under general supervision, performs a variety of routine to moderately difficult receptionist, clerical, records administration, and customer service duties; answers, screens, and refers visitors and telephone calls; opens, routes, and distributes mail; types, edits, processes, distributes, and files a variety of documents; enters data and information into various databases and computer systems; prepares, maintains, verifies, and processes a variety of financial documents; and performs related duties, as assigned. **

To view the full job description, please click here.

APPLICATION PROCESS:
Applications will be accepted for Office Assistant positions IN ALL DEPARTMENTS; we do not anticipate running any recruitments for specific departments, so please apply now for consideration for any available positions. We do have current vacancies, and expect more over the next several months. At the end of the application, you will have the opportunity to specify which departments you'd prefer to work in - you may select as many or as few as you'd like. Applications will be accepted until Tuesday, July 8, 2025, at 10:00 a.m.

PLEASE NOTE: In order to be considered, you must attach the following documents in a PDF format to your Neogov application:

• Current resume, not to exceed two pages
• Original writing sample, not to exceed one page, describing a terrible customer service experience - what was it, and why was it terrible?

COMMUNITY
A City whose heritage spans more than a century, the City of Corona, located in Riverside County, California, encompasses around 40 square miles and has a vibrant, culturally diverse population of approximately 168,100 residents. Residents of Corona enjoy a variety of cultural, recreational, and educational opportunities that provide a first-rate quality of life for its residents and visitors. Within an hour's travel time, outdoor enthusiasts can enjoy such winter activities as snowboarding and skiing, and such summer activities as surfing, boating, or simply relaxing on a beach. Corona's economy is strong and getting stronger; more than 84,000 people work here. Our retail, commercial, and housing areas are expanding, and office development continues to be strong.

THE ORGANIZATION

The City of Corona is a General Law city operating under a Council-Manager form of government. Policymaking and legislative authority are vested in the City Council, consisting of a Mayor and four Council Members. Members of the City Council are elected by District to a four-year term. The Mayor is selected by the Council and serves as the presiding officer for one year. The City's total operating budget for Fiscal Year 2026 is $422.7 million with a General Fund operating budget of $231.3 million. Corona enjoys a workforce of 935 dedicated employees who provide high-quality services to its residents and visitors each day.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

• Answers, screens, and refers visitors and telephone calls; researches requests from other City employees or the public; responds to customer questions and complaints or refers questions and complaints to other appropriate staff and departments; retrieves and responds to voice mail and e-mail messages; greets visitors and assists the public with questions at the front counter; explains City programs and eligibility standards to interested patrons; registers patrons for classes, activities, and City facilities, as assigned; schedules facility tours.
• Opens, routes, and distributes incoming mail to appropriate staff; processes outgoing mail; sends and receives faxes and e-mails; routes documents for required signatures; copies, sorts, and distributes documents; prepares packages for shipment; accepts and delivers mail and packages.
• Types, formats, edits, proofreads, prints, duplicates, and distributes a variety of reports, correspondence, memoranda, agreements, charts, records, forms, contracts, ordinances, resolutions, and other documents; prepares routine correspondence; organizes, maintains, and updates databases of records, lists, and projects.
• Creates standard spreadsheets; scans, indexes, and archives records, as assigned; routes documents for approval; organizes, files, and maintains a variety of department documents and related information; enters data and information into various databases and computer systems.
• Creates service requests and work orders; completes, reviews, and processes a variety of documents including reports, applications, letters, claims, citations, and timecards.
• Prepares, maintains, verifies, and processes a variety of financial documents including invoices, credit card payments, deposits, purchases, and travel reimbursements; updates and maintains progress payment spreadsheets for various projects; prepares, checks, and inputs payroll records for division or department, as assigned; assists with preparing, tracking, and updating budget data, as assigned; researches billing and invoice discrepancies.
• Schedules and coordinates meetings for department staff; registers staff for conferences and training seminars; initiates travel arrangements and prepares itineraries for staff.
• Completes purchase order requests and purchase order changes; monitors balances of purchase orders; works with appropriate staff to add funds to purchase orders to ensure sufficient funding for paying invoices; maintains related records.
• Oversees and orders office equipment and supplies; reviews inventory of supplies and stocks supplies as needed; troubleshoots and performs minor maintenance on office equipment; requests repair of equipment by outside vendors.
• Assists in the coordination of training classes by preparing and distributing workbooks, setting up training rooms, and keeping logs and records of classes conducted; updates employee certificates and training records.
• Receives, routes, and responds to requests for public records; maintains and oversees the retention and destruction of department records, in accordance with the City's Records Disposal Policy.
• Operates a two-way radio to dispatch and relay information, calls for service, and work orders to field crews and officers, as assigned.
• Performs other duties as assigned.

When assigned to Passport Program:

When assigned to Library:

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be completion of education equivalent to 12th Grader and three years of increasingly responsible administrative support experience.

When assigned to Passport Program:

Knowledge of:

• Ability to learn City-wide and department-specific policies, processes, procedures, and programs.
• General office business, administrative, and clerical practices.
• Basic functions of public agencies, including the role of an elected Council and appointed boards and commissions.
• Report preparation.
• Business arithmetic.
• Basic principles of handling cash including making cash deposits.
• Principles and practices of recordkeeping, filing systems, and processing of documents.
• Principles and practices of sound business communication.
• Purchasing and accounting practices and procedures.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

When assigned to Passport Program:

Ability to:

• Understand and respond to requests for assistance from the public and City staff, both on the telephone and in person, and take detailed messages.
• Receive, open, review, sort, date stamp, and distribute mail.
• Prepare and type a variety of documents and forms such as correspondence, letters, and reports, using correct punctuation and grammar.
• Type accurately at a speed necessary to meet the requirements of the position.
• Handle requests or complaints in a professional manner.
• Enter and prepare clear and accurate data for records and reports.
• Work as a team player as well as independently.
• Organize and order supplies and materials for programs and activities.
• Review and process invoices from vendors for payment; monitor expenditures.
• Understand and follow verbal and written instructions.
• Demonstrate responsibility when handling sensitive matters or confidential documents.
• Perform assignments with a high degree of independence.
• Perform detail-oriented work.
• Interpret, apply, and explain applicable federal, state, and local codes, regulations, policies, technical processes, and procedures.
• Make accurate arithmetic calculations.
• Organize and maintain office and specialized files; file and maintain automated and hardcopy records with accuracy.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification, although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.