Staff Assistant III

Job Description

Job Summary

The eligible list that is established from this recruitment will be used to fill all permanent and temporary Staff Assistant III vacancies that occur in the City during the life of the list.

Provides a wide variety of complex clerical support for an assigned division and/or department. Responds to public inquiries regarding division and/or department programs, services, policies and procedures.

SUPERVISION

Works under the general supervision of a professional, supervisory or management employee, who outlines work assignments and periodically reviews work in progress and upon completion. May train and coordinate the work of other clerical, as-needed or temporary staff, as assigned.

Representative Duties

(Note: duties may vary depending upon assignment)

Prepares and composes a variety of written materials, including letters, notices, memorandums, forms, contracts, reports, flyers, handouts, agendas and minutes.

Proofreads and edits written materials for accuracy, clarity, spelling, punctuation and grammar. Prepares written materials for publishing and storage in a variety of electronic formats.

Performs data entry. Accesses data to make edits and to perform queries and mathematical calculations. Prepares and formats forms and reports.

Reviews and processes requests for warrants and payment of invoices.

Responds to inquiries from the public and other City staff in-person, over the telephone and by email. Assists customers with requests for information and services. Makes referrals to appropriate sources.

Provides information to the public and other City staff regarding division and/or department programs, services, policies and procedures. Assists customers with business transactions, including the completion of required forms and receiving payments. Assists customers in resolving disputes and discrepancies.

Files and maintains a variety of records, forms, documents and correspondence. Develops and maintains division and/or department recordkeeping systems.

Orders, issues and maintains office supplies and equipment.

Reviews timecards for accuracy, making changes as required and processing in accordance with payroll procedures.

Reviews, sorts and distributes division and/or department mail. Assists in the preparation and distribution of bulk mailings.

Schedules and arranges appointments, meetings, hearings and conferences. Prepares agendas and takes minutes of meetings. Prepares transcripts of hearings or meetings from tape recordings.

Maintains routine bookkeeping and financial records.

Assists in gathering data for studies and surveys.

Performs other duties, as assigned.

Knowledge of:

Modern office procedures, practices and equipment

Business English, spelling, punctuation and grammar

Basic mathematics

Recordkeeping principles and procedures

Basic principles of supervision

Effective training techniques

Effective customer service techniques

Ability to:

Prepare and maintain office files for electronic and hard copy documents

Operate a variety of office equipment

Follow oral and written instructions

Respond to public inquiries in a tactful manner

Train and coordinate the work of staff

Provide effective customer service

Establish and maintain cooperative and effective working relationships with City employees and the public

Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches

Perform basic mathematical computations

Use independent judgment and initiative

Maintain confidentiality

Learn and use required software applications

Skill in:

Typing at a corrected speed of 25 words per minute

Working with personal computers and other applicable software (e.g. Microsoft Office®)

Requirements

Minimum Qualifications:

Education: Graduation from high school or equivalent.

Experience: Three years of recent, paid work experience performing a variety of complex clerical support duties. Recent work experience must have included frequent contact with the general public. An associate’s degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience

WORKING CONDITIONS

Work is typically performed indoors in a home or work office environment in accordance with the City’s Hybrid Workplace policy. Office work may require sitting for prolonged periods of time and using a computer keyboard, mouse, and screen. Requires heavy public contact in-person and over the telephone. Work frequently involves meeting deadlines. May be required to work evening, weekend and holiday hours, depending upon assignment.

Supplemental Information

How to Apply:

Applicants must submit a 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.

If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate that they completed college-level coursework or earned a degree from a foreign institution may be required to provide U.S. credential equivalency verification. Diploma or transcript copies must still be attached for all applicants. To verify degrees from international universities, you may use the IAU database of international institutions at IAU Global Members . If the school is not listed, applicants must still provide U.S. credential equivalency verification.

Typing Certificates:

If you would like for your typing certificate to be considered, candidates must provide proof of required typing skill of 25 wpm net (gross minus number of errors). You must attach the typing certificate to the application. The typing certificate must be five minutes in length, dated no later than one year prior to the final filing date listed on the job announcement. If you do not have a valid, recent typing certificate, a typing exam will be administered to you should you pass the application process.

Selection Process:

All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applications 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.

Testing may consist of a combination of any of the following and is subject to change as needs dictate:

Performance/Written Examination
Practical Test: Qualifying (Typing/Keyboarding @ 25 wpm, Microsoft Word and Excel)
Oral Interview

If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

Note: Internal staff who submit transfer applications must notify the analyst in charge of the recruitment, via email, upon submission of their transfer application.

Background Investigation:

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

Inclusion & Diversity Statement

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.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.

Closing Date/Time: 10/9/2026 5:00 PM Pacific