Senior Office Assistant - Grant Funded

SENIOR OFFICE ASSISTANT – GRANT FUNDED
Full‑Time Employment Opportunity

Final filing date is Tuesday, March 17, 2026 at 5:00 pm or after receiving 75 qualified and complete applications, whichever is first.

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 City’s 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.

In all our interactions we:

• 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.

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 full supervisory 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…