Office Assistant
: Job Details :

Salary : $36,903.12 - $49,476.19 Annually Location : Covina, CA Job Type: Full-Time Job Number: 2025-00027 Department: City Clerks/Records Management Opening Date: 08/14/2025 Closing Date: 8/28/2025 6:00 PM Pacific Max Number of Applicants: 150 DESCRIPTION The City of Covina is accepting applications for the position of Office Assistant I in the City Clerks Department. There is currently one vacancy. DEFINITION: Under general supervision, learns to perform and performs a variety of clerical duties in support of an assigned function; assists the public at the counter and on the phone with City policies, complaints and questions; writes a variety of correspondence; performs other duties as assigned. DISTINGUISHING CHARACTERISTICS:Office Assistant I The Office Assistant I is the entry level class in the Office Assistant series that allows the incumbent to develop journey level knowledge and abilities. Initially, under immediate supervision, incumbents perform the more routine clerical support duties while learning City policies and procedures. As experience is gained, there is greater independence of action within established guidelines. This classification is alternatively staffed with Office Assistant II, and incumbents may advance to the higher level after gaining experience and demonstrating a level of proficiency that meets the qualifications of the higher level class. SUPERVISION RECEIVED/EXERCISED:Office Assistant I Receives immediate supervision from a Department Head or Division Manager. Incumbents do not routinely exercise supervision. ESSENTIAL FUNCTIONS (include but are not limited to the following)

Performs clerical duties in support of an assigned function, including typing, copying, and faxing a number of documents; assists the public with questions; answers and refers complaints to the correct department or agency.

Answers the telephone and provides information within the area of assignment; directs the public to the appropriate department; responds to public inquiries in a courteous manner; provides proper documents and resource references as required.

Prepares a variety of documents and forms, including general correspondence, reports, agenda packet materials, and memoranda.

Schedules meetings and appointments; maintains a calendar.

Establishes positive working relationships with representatives of community organizations, state/ local agencies, City management and staff, and the public.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds also is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. MINIMUM QUALIFICATIONS (The following are minimal qualifications necessary for entry into the classification.) Education and/or Experience: Any combination of education and experience that has provided the knowledge, skills and abilities necessary for an Office Assistant I. A typical way of obtaining the required qualifications is to possess the equivalent of: Office Assistant I A high school diploma or equivalent. Highly Desirable: 45+ words per minute typing certification KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS's necessary to perform essential duties of the position. The level and scope of the knowledge and abilities listed below vary between the Office Assistant I and II levels.) Knowledge of: Standard office and administrative policies and procedures; specified computer applications involving word processing, data entry, database access and/or standard report generation; business arithmetic; basic principles of mathematics; methods and techniques of scheduling work assignments; standard office procedures, practices and equipment; modern office equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling and grammar; occupational hazards and standard safety practices. Ability to: Provide general clerical support to a specialized work unit; use applicable office terminology, forms, documents and procedures in the course of the work; maintain accurate office files; compose correspondence and documents; meet critical deadlines; deal successfully with the public, in person and over the telephone; courteously respond to community issues, concerns and needs; interpret, explain and apply applicable laws, codes and regulations; read, interpret and record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships. Skill to: Operate standard office equipment, including a computer and variety of word processing and software applications. ADDITIONAL INFORMATION IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS Applications will be accepted until 6:00 pm on Thursday, August 28, 2025 or upon receipt of 150 applications, whichever occurs first. Applicants are encouraged to apply early. This recruitment may close at any time without notice when 150 completed applications have been received. The selection process may consist of, but not limited to application evaluation, skills assessment and/or oral interview. Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating See Resume is not an acceptable substitute for a complete application. The successful candidate will be required to undergo a reference / background check (to include a conviction record and LIVE scan) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Covina utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization. Communications regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method. The City of Covina is an Equal Opportunity Employer The City of Covina provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the City of Covina complies with applicable state and local laws governing nondiscrimination in employment in every location in which the City has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. The City of Covina expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the City of Covina's employees to perform their job duties may result in discipline up to and including discharge. THE CITY OF COVINA RESERVES THE RIGHT TO MODIFY OR REVOKE, WITHOUT NOTICE, ANY OR ALL OF THE PROVISIONS OF THIS BULLETIN PRIOR TO THE TIME OF APPOINTMENT, AND TO WAIVE ANY NONSUBSTANTIVE JOB REQUIREMENT AND MAKE SUBJECTIVE DECISIONS INTERPRETING AND ASSESSING THE SKILLS AND QUALIFICATIONS OF ANY CANDIDATE, INCLUDING THE DETERMINATION THAT NONE OF THE CANDIDATES, EVEN THOSE WHO MEET THE MINIMUM QUALIFICATIONS, ARE APPROPRIATE FOR THE POSITION. BENEFITS SUMMARY - FULL TIME EMPLOYEES American Federation of State, County and Municipal Employees RETIREMENT - California Public Employees Retirement System Tier I Retirement Benefits ( Classic CalPERS Members)

• 2.5% per year at age 55 formula (non-safety)
• One year final compensation (§20042)
• 1959 Survivors Benefit (§21574)
  • Employee Contributes $2.00 per month
  • Level IV Survivor Benefits.
• Military service credit purchase (§21024)
• Unused sick leave conversion §20965 (non-safety)
• Retired Employee Death Benefit of $600 (§21622)
• Employee pays 8% of employee cost of CalPERS

Members as defined under PEPRA as New as of 01/01/2013

• 2% @ 62 formula
• 3 Year Final Compensation
• Employee pays 8.25% of employee cost of CalPERS

VACATION LEAVE

• Year 1 through Completion of 5 yrs 8.67 hrs/mo 104 hrs/yr
• Beginning 6th yr through 10 yrs 12.00 hrs/mo 144 hrs/yr
• Beginning 11th yr through 15 yrs 14.00 hrs/mo 168 hrs/yr
• Beginning 16th yr through 20 yrs 15.34 hrs/mo 184 hrs/yr

HOLIDAYS (11 Fixed Holidays)

• New Year's Day
• Martin Luther King, Jr. Day
• President's Day
• Memorial Day
• Independence Day
• Labor Day
• Indigenous Peoples' Day
• Veteran's Day
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Day

FLOATING HOLIDAYS

• Thirty (30) floating holiday hours annually.
• Credited on January 1st.
• Maximum floating holiday hours capped at 50.

SICK LEAVE

• Ten (10) hours of sick leave accrued per month. Maximum accumulation limit is 960 hours. Unless as otherwise provided for in Memorandum of Understanding.

MEDICAL, DENTAL AND VISION INSURANCE

• The City participates in the CalPERS Medical Plan.
• City provides a flex benefit dollar amount of $1,410 per month to use towards purchase of health benefits.
• Employer contribution under PEHMCA for CalPERS Medical Plan is $151/mo. This is in addition to the flex benefit above.
• Unused flex dollars may be received as taxable cash and administered according to terms of Memorandum of Understanding.
• Dental Insurance provider is Delta Dental Plan. DPO and HMO plans available.
• Vision Insurance provider is EyeMed.

LIFE INSURANCE

• City paid term Life Insurance policy of $100,000. Additional coverage available for purchase at group rates through carrier. Life Insurance provider is VOYA.

LONG TERM DISABILITY

• City paid long term disability insurance plan. LTD provider is VOYA.

HEALTH & DEPENDENT CARE SPENDING ACCOUNTS (AFLAC)

• Annual maximum of $3,050 for Unreimbursed Medical and $5,000 for Dependent Care for 2023. Reimbursements are administered through Wageworks.

LONGEVITY PAY Years of Service*

• 10 years $1,000
• 15 years $1,500
• 20 years $2,000
• 25 years $2,500
• 30 years $3,000
• 35 years $3,500
• 40 years $4,000

*Paid on full time anniversary date of employment with Covina. BILINGUAL PAY

• $150 per month available upon certification.

EDUCATION AND CERTIFICATION INCENTIVE PAY

• Available based on criteria outlined in Memorandum of Understanding. Maximum of $100 per month.

EDUCATION REIMBURSEMENT PROGRAM

• Reimbursement is available for registration fees, textbooks, parking fees and tuition.

EMPLOYEE ASSISTANCE PROGRAM

• Comprehensive services provided by The Counseling Team International for employee and eligible dependents.

01 Recruitment Communication: Please be advised that the City of Covina's primary means of communication regarding recruitment status is via email. Have you provided a valid email address that you can access regularly? PLEASE NOTE: Make sure you check your JUNK folder for email messages that may be incorrectly flagged as SPAM.

• I understand

02 Acknowledgment: I understand that I cannot update my application once I have submitted it. Therefore, I have fully completed ALL sections and provided full descriptions of my duties and responsibilities for each employer listed in my work experience, and have fully supported ALL of my responses to the Supplemental Questionnaire with the materials found in my application.

• I understand.

03 Experience: How many years of experience do you possess working in public sector (i.e. municipal, federal, state and/or local government, and/or special district)?

• None
• Six months to one year
• More than one year but less than two years
• More than two years but less than three years
• More than three years but less than four years
• 4+ years

04 Experience: Do you have experience handling confidential information?

• Yes
• No

05 Briefly describe your experience handling confidential information. If none please type N/A. 06 Education: Select below the option which best describes your highest level of education?

• Some high school
• High School Diploma or equivalent
• Some college courses
• Associate Arts Degree
• Bachelor's Degree
• Master's Degree

07 Knowledge & Skills: What is your competence level utilizing Microsoft Word.

• None
• Beginner
• Competent
• Advanced

08 Knowledge & Skills: What is your competency level utilizing Microsoft Excel?

• None
• Beginner
• Competent
• Advanced

09 Knowledge & Skills: What is your competency level utilizing Microsoft Powerpoint?

• None
• Beginner
• Competent
• Advanced

10 Knowledge & Skills: What is your competency level utilizing Microsoft Publisher?

• None
• Beginner
• Competent
• Advanced

11 Do you possess a 45+ words per minute typing certification? If you answer yes , please attach a copy of your certificate to your application.

• Yes
• No

12 Certification: I certify that I have answered all of the above questions truthfully, and to the best of my ability, and reviewed my application prior to submission. I understand that my application cannot be updated once it has been submitted.

• I understand.

Required Question