Senior Office Assistant Grant Funded

SENIOR OFFICE ASSISTANT - GRANT FUNDED

Full-Time Employment Opportunity

We build community trust by delivering exceptional services. Our Core Values of Public Service: Integrity Leadership and Respect.The City of Sunnyvale is accepting applications for Senior Office Assistant Grant Funded with one current vacancy in the Citys NOVA Workforce Services Department. NOVA provides grant-funded workforce development services to residents and businesses. The Senior Office Assistant Grant Funded position provides administrative support including document control data entry the maintenance of files and records answering the phones assisting customers and scheduling appointments.

• Lift our customers up.
• Listen validate and are respectful.
• Demonstrate empathy and compassion.
• Strive to deliver valuable services and resources.

Under general direction of an assigned supervisor organizes assigns and reviews the work of assigned personnel engaged in the performance of general clerical work including the preparation of correspondence and other written materials the maintenance of files and records and the receipt and response to questions from the public; and performs related work as required.

Distinguishing Characteristics

Senior Office Assistant is the advanced journey level in the Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed complexity of duties assigned and independence of action taken. Employees perform the most difficult and responsible types of duties assigned to classes within this series including providing technical and functional supervision over assigned personnel. Senior Office Assistant is distinguished from the higher-level classification of Principal Office Assistant in that the Principal Office Assistant has fullsupervisory responsibility.

(May include but are not limited to the following):

• Plans prioritizes and reviews the work of staff assigned to a variety of clerical duties in support of an assigned department or program.
• Develops schedules and methods to accomplish assignments ensuring work is completed in a timely and efficient manner.
• Participates in evaluating activities of staff recommending improvements and modifications.
• Provides and coordinates staff training; works with employees to correct deficiencies.
• Performs difficult clerical work requiring an understanding of departmental or specialized functions to support departmental staff.
• Answers telephones receives visitors schedules appointments and supplies information.
• Types letters and other materials from rough draft marginal notes or verbal instruction and proofreads documents; prepares letters and notices.
• Receives and processes facility use requests; provides information and communicates policies and procedures to the public.
• Assists with the purchase of supplies and materials; receives reviews and processes invoices for payment.
• Issues routine permits; calculates and accepts fees.
• Receives reviews and processes department timecards; researches and resolves discrepancies; assists with the preparation of personnel records and documents.
• Develops and maintains general and confidential files.
• Checks forms records reports and other materials for accuracy completeness and confirmation with established procedures.
• Assists with budget input and monitoring; runs periodic budget reports.
• Uses specialized computer databases to input retrieve query and manipulate data for statistical reporting.
• Arranges meetings makes appointments compiles agendas and assists in preparation of materials for meetings.
• Collects compiles audits and posts information to records.
• Establishes and maintains systems to assure accountability and control.
• Searches records to obtain information.
• Processes audits and cross-references materials related to data processing and payments.
• Checks erroneous unusual or machine rejected data to ensure proper disposition and reintroduction into the processing cycle.
• Collects information from a variety of sources and compiles data for special and periodic reports.
• Updates and maintains department website.
• As assigned provide support and services including preparation of minutes for Boards commissions public hearings and private meetings in an efficient and effective manner.

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 using a computer keyboard. Additionally the position requires near and far vision in reading reports and work related documents and using a computer. Acute hearing is required when providing phone and personal customer service. The need to lift drag and push files paper books and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.

Education and Experience:

The minimum qualifications for education and experience can be met in the following way:

Graduation from high school or the tested equivalent and

Three years of progressively responsible clerical experience.

Knowledge of:

• Principles and practices of technical and functional supervision and training.
• Proper English usage grammar spelling and punctuation.
• Alpha numeric filing and retrieval systems.
• Basic financial recordkeeping and reporting.
• Purchasing procedures.
• Advanced principles and practices of customer service.
• Business letter writing and report preparation.
• Office methods procedures software and equipment.

Ability to:

• Provide technical and functional supervision over assigned staff; effectively train staff.
• Develop and maintain filing systems.
• Compose general correspondence letters and take meeting minutes.
• Understand apply and explain City policies and procedures.
• Determine matters of confidentiality and handle them in a confidential manner.
• Make mathematical calculations quickly and accurately.
• Collect data and organize materials in an understandable manner.
• Prepare proofread and edit reports and materials.
• Make accurate comparisons and computations.
• Understand and follow written and oral instructions.
• Communicate effectively orally and in writing.
• Establish and maintain and promote positive and effective working relationships with employees and other agencies and the public.
• Demonstrate initiative an exercise good judgment in the performance of duties.
• Work independently and as a team member; recognize and set priorities to meet deadlines.
• Observe safety principles and work in a safe manner.

Willingness to:

Occasionally work varying hours or on weekends and holidays.

Licenses/Certificates:

Possession and continued maintenance of a valid class C California drivers license or the ability to provide alternate transportation as approved by the appointing authority and a safe driving record.

DESIRABLE QUALIFICATIONS

• Clerical experience in a governmental agency.

The application period closes on Tuesday March 17 2026 at 5:00 pm or after receiving 75 qualified and complete applications whichever is first.If you are interested in this opportunity please submit a City of Sunnyvale employment application and responses to the supplemental questions to the Department of Human Resources(postmarks or faxes are not accepted).Candidates are asked to fully describe any training education experience or skills relevant to this position.Electronic applications may be submitted on-line through the Citys employment page at and click on JOBS.Late or incomplete applications will not be accepted.

EXAM PROCESS

Applications will be competitively screened based on the minimum qualifications of this position.Based upon a review of the application materials the most qualified candidates will be invited to participate in the examination process which may consist of an oral examination scheduled for Thursday April 2 2026(Note: The examination process may be changed as deemed necessary by the Director of Human Resources).

SELECTION PROCESS

Those candidates that receive a passing score on the examination will be placed on an eligibility list for up to one year in accordance with the Citys Civil Service Rules and Administrative Policies. Top candidates on the eligibility list will be invited to participate in a selection interview with the department tentatively scheduled for the week of April 6 2026.Selection interviews will typically take place in-person please plan accordingly.

Any candidate selected by the hiring department will be required to successfully complete a pre-employment process which may consist of a comprehensive background investigation as well as medical exam(s) administered by a City-selected physician(s) before hire. Prior to starting work all newly-hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment; however failure to disclose conviction history will result in refusal of employment or termination.

INFORMATION ABOUT PROOF OF EDUCATION

Any successful candidate selected by the hiring department will be required to submit proof of education (i.e. original copy of the diploma or college/university transcripts).

Any successful candidate selected by the hiring department will be required to submit proof of education (i.e. copy of the diploma or college/university transcripts). An applicant with a college degree obtained outside the United States must have education records evaluated by a credential evaluation service at the candidates expense. Candidates may utilize any third-party agency for the evaluation. If you search education equivalency verification or similar online you will obtain results for agencies that provide this evaluation service. A conditional job offer cannot be made until the education has been evaluated and submitted to the Department of Human Resources.

ADDITIONAL INFORMATION

Summary of Sunnyvales Employees Association (For Full Time Positions)SEA Benefits

Notice of CFRA (California Family Rights Act) Rights and Obligations

For assistance on how to fill out your job application watch the following video:

• How to Apply for a City of Sunnyvale Job- YouTube (5:13)

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.

The City of Sunnyvale is an equal opportunity employer. Applicants for all job openings will be considered without regard to age race color religion sex national origin sexual orientation disability veteran status or any other consideration made unlawful under any federal state or local laws. The City of Sunnyvale is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability please contact us at or