Office Aide (TVE2)

Salary: $19.26 - $24.65 Hourly

Location : City of Temecula, CA

Job Type: Part-time Project (at-will)

Job Number:

Department: City Manager

Division: Economic Development

Opening Date: 07/23/2025

Closing Date: 8/3/2025 11:59 PM Pacific

Position Description

The Economic Development Division is seeking a part-time, non-benefited Office Aide to support the City's business and workforce development efforts at the Temecula Valley Entrepreneur's Exchange (TVE2). The TVE2 is the City of Temecula's business incubator and resource center dedicated to supporting startups, small businesses, and entrepreneurs through co-working space, mentorship, and educational programming. The ideal candidate will be detail-oriented and organized, with prior clerical or administrative experience and the ability to work in a fast-paced, collaborative environment.

Key duties include front desk coverage, fielding calls, assisting with event coordination and room scheduling, maintaining accurate documentation and records, processing purchase requisitions, and supporting communication with the public, community partners, and facility tenants. The ideal candidate will demonstrate excellent customer service skills, initiative, and professionalism, and will be comfortable interacting with the public, City staff, and stakeholders. An interest in entrepreneurship and small business support and familiarity with government procedures or previous experience in a municipal setting is a plus.

DEFINITION

Under direct supervision, performs a variety of basic clerical duties to support the operations of the assigned department.

DISTINGUISHING CHARACTERISTICS

The Office Aide is the most Entry level classification in the Administrative series and is designed to provide clerical work experience. The employee performs a limited range of basic, general clerical support functions.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from the Director of their designated department or his/her designee.

No supervision is exercised.

Examples of Duties

Duties may include, but are not limited to, the following:

Greets and receives visitors and answers incoming calls; answers routine questions and provides basic departmental information; distributes forms, permits and informational materials; routes or directs individuals to supervisors, staff members or external agencies as appropriate

Prepares a variety of documents in draft and final form from written or oral instructions, including basic letters, forms, charts and summary reports; reviews and proofreads a variety of written documents and records for completeness, accuracy and correct grammar, spelling and punctuation, including correspondence, timesheets, invoices and requisitions

Records, files and maintains information and alphanumeric data; compiles and prepares basic reports regarding departmental activities by researching, compiling and summarizing information contained in various sources such as paper and electronic files, database software, correspondence and notes

Schedules conference rooms and facilities for meetings and events; registers participants in classes and sports programs; collects and processes fees; issues receipts, permits and contracts

Creates, labels and maintains electronic and paper filing systems; scans, files, maintains, purges and archives correspondence, records and other written documents

Opens, sorts and distributes incoming mail; prepares letters and informational materials for outgoing mail

Prints documents and makes photocopies; compiles, prepares and organizes documents for mailing, distribution and use by department staff

Orders and maintains inventory of departmental supplies; processes invoices for payment

May provide assistance with department software operation and troubleshooting

Provides backup support to other staff

Prepares and writes a variety of reports and documentation, including detailed Risk Management incident reports

Performs other duties of a similar nature Minimum Qualifications

EDUCATION AND/OR EXPERIENCE

High School Diploma or equivalent; and demonstrated knowledge of clerical support functions.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of:

Objectives, programs, policies and procedures of the assigned department

Principles and procedures of record keeping and reporting

Occupational hazards and safety measures appropriate to work performed Skill to:

Operate various types of standard office equipment, including a personal computer, tablet and related software

Operate a motor vehicle in a safe manner Ability to:

Learn, understand and apply departmental policies and procedures

Establish and maintain courteous, cooperative, and effective working relationships with those encountered in the course of work

Maintain professionalism, courtesy and composure at all times, including stressful situations, and handle disputes and complaints in a calm manner

Prepare and maintain accurate and precise written documents such as reports, records, forms and correspondence

Understand and follow oral and written instructions

Communicate clearly and concisely, orally and in writing

Use proper English, spelling, grammar and punctuation

Perform basic arithmetic computations with speed and accuracy

Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines

Effectively handle multiple priorities and organize workload

Work independently and as part of a team

Serve as emergency services worker in the event of an emergency

LICENSES AND/OR CERTIFICATES

None

SPECIAL REQUIREMENTS

Satisfactory results from a background investigation and administrative screening. The administrative screening may include a pre-employment drug screening for positions which are designated as safety sensitive or security sensitive, including but not limited to being responsible for the care and custody of children and operating heavy equipment.

May be required to occasionally work outside of regular work hours (e.g. evenings, holidays and weekends).

Supplemental Information

WORKING CONDITIONS & PHYSICAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and sit; talk or hear both in person and by telephone; use hands to finger, handle, feel or operate equipment needed to carry out duties of the position; and reach with hands and arms. The employee frequently stands or walks, and lifts and moves records and documents or objects weighing up to 50 pounds alone, and up to 100 pounds with assistance. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

The employee is regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, customers, vendors, contractors, and the public.

The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 50 decibels.

This recruitment will establish an eligibility list which may be used to fill future vacancies in the same classification or below in the same classification series for both project and authorized positions.

Note: A Project employee is an employee who is hired to work a specific period of time in a Fiscal Year. Project employees are: scheduled at the convenience of the City; not eligible for City sponsored benefits (e.g., health, dental, or vision insurance) unless otherwise specified; serve at the pleasure of the City Manager; and, specifically excluded from the Discipline policy (i.e. may be terminated at any time with or without notice). Typically, project positions do not exceed 1,000 hours in a fiscal year.

PLEASE NOTE: If you are a CalPERS annuitant, please be advised that this position does not meet the statutory criteria for post-retirement employment because the incumbent will be performing regular staff duties for an undetermined duration. Employment in this capacity would require you to rescind your retirement and reinstate as a current member of CalPERS.

SUPPLEMENTAL INFORMATION:

Flexibly Staffed: Yes

FLSA Status: Non-Exempt

Conflict of Interest: Not Required

Department: Various

Bonding Required: No

We are an Equal Opportunity Employer. We do not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, mental condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. If you require a reasonable accommodation to assist with the application, examination or interview process, please contact our Human Resources Department at as soon as practicable.

Benefits for Project Employees

Employees who are hired in a temporary or "project" position do not receive benefits other than those mandated by state and federal law. These benefits include paid sick leave (PSL) as well as participation in Medicare, Worker's Compensation, OBRA and/or CalPERS Retirement System.

Sick Leave

In accordance with California State Law, all non-regular, temporary and seasonal employees will receive 40 hours of paid sick leave (PSL) upon hire. PSL will be available for use beginning on each employee's 90th day of employment. Thereafter, in each pay period that includes July 1, employees will receive a new 40-hour lump sum of PSL. Any unused PSL hours will not carry over.

01

Do you have a High School Diploma or equivalent?

Yes

No

02

Do you have demonstrated knowledge of clerical support functions?

Yes

No

03

How many years experience do you have working in an administrative or clerical role?

No Experience

1 - 2 Years

3 - 4 Years

More than 4 Years

04

Briefly describe your experience working in an administrative or clerical role.

05

Briefly describe any experience you have working in a customer service role.

06

Please select your level of experience using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, etc.)

No Experience

Basic (e.g., opening/editing documents, sending emails)

Intermediate (e.g., creating tables in Word, using formulas in Excel, scheduling in Outlook)

Advanced (e.g., pivot tables in Excel, mail merge in Word, custom formatting in PowerPoint)

Expert (e.g., using macros)

07

Have you ever helped coordinate meetings, events, or workshops? If yes, briefly describe your role in the planning or logistics.

08

How comfortable are you interacting with the public, including answering phones, greeting visitors, and responding to questions?

09

Describe a time when you had to handle multiple tasks or priorities. How did you stay organized and ensure deadlines were met?

10

What days are you available to work? (Select all that apply)

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

11

What times are you available to work? (Select all that apply)

Mornings (8 AM - 12 PM)

Afternoons (1 PM - 5 PM)

Evenings (5 PM - 9 PM)

12

Please describe any schedule restrictions you may have. If you have limited availability during certain times of the day, days of the week, please explain.

Required Question