Office Assistant

$62,460 - $75,908 yearly
  • City of Mountain View
  • Mountain View, CA, USA
  • Jul 29, 2022
Full time Community Development Housing

Job Description

What's the role?

We want a highly motivated, reliable, and skilled individual to join the Mountain View team in our service oriented, collaborative environment and take on the role of Office Assistant. This recruitment will establish a list to fill a current vacancy in the Community Development Department (CDD), as well as future vacancies in the Office Assistant classification. This is a full-time position supporting the Housing and Neighborhood Services Division’s Rent Stabilization Program.  This position performs administrative tasks to support the CSFRA program, including items related to managing the Mountain View Housing Helpline, providing outreach services and events for the rental housing community with services in English and Spanish and other languages upon request, assisting with the rental property registration system, and intake and tracking of forms and noticing requirements. Bilingual fluency is needed in this role and Spanish is preferred.  Organizational talent, public sector and/or business management experience is highly desirable. If you are looking to make valuable contributions in a key clerical role, this position is for you! 

The Essentials

  • One year of clerical experience and/or experience in a rent stabilization program is desirable.
  • Education equivalent to the completion of the 12th grade.

Bonus Points:

  • Public sector or community outreach experience.
  • Coursework in office or business management is highly desirable.

What You'll Do

  • Perform a wide variety of general clerical duties including answering the phones, organizing public outreach events,  filing (paper and electronic), billing, posting public notices, creating reports, scheduling meetings and assisting with mass mailings.
  • Assist with a variety of financial related tasks and responsibilities.
  • Work with Microsoft Excel, Word, and Outlook applications, as well as the Department’s software programs.
  • General filing duties and light data entry.
  • Respond to public inquiries with exceptional customer service, on the telephone, through email and in person, and refer to appropriate staff members for more specific information as appropriate.
  • Support administrative aspects to facilitate the Rent Stabilization Programs of the City, such as managing the Mountain View Housing Helpline, and organize outreach services and events for the rental housing community in English and Spanish.
  • Issue, receive, type, and process various applications, permits, and forms related to programmatic area of assignment.
  • Type and track correspondence, reports, notices, and mailings frequently requiring independent judgement.
  • Maintain a variety of records; collect, check, and tabulate data; prepare routine reports/spreadsheets.
  • Maintain and monitor accurate, effective records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.
  • Input data, maintain records, track code correspondence for files; assemble materials and information from various resources.
  • Willing to work occasional evenings and Saturdays during Outreach events and Committee meetings.

Are we a match?

  • You are able to juggle various assignments in a fast-paced, dynamic work environment.
  • You are detail-oriented and have strong organizational skills. You are on the lookout for what needs to be done and the best way to do it.
  • You are customer service savvy – you strive to help people and take initiative to find the answer in creative ways.
  • You have patience, strong active listening skills and the ability to adapt/respond to diverse needs.
  • You can communicate clearly and concisely, both orally and in writing.
  • You are diligent with a positive attitude and willingness to learn.
  • You have a gift for organizing and updating files, information and data.
  • You are eager to learn new software programs related to city wide procedures.
  • You are able to take initiative and work independently, using good judgment to check in and provide updates or seek additional direction.