Administrative Assistant

Definition THIS RECRUITMENT WILL CLOSE AFTER RECEIPT OF THE FIRST 50 APPLICATIONS, OR BY OCTOBER 18, 2026, WHICHEVER OCCURS FIRST. Applications must be filled out completely and thoroughly. Resumes are not accepted in lieu of an application, but may be additionally attached. PLEASE ATTACH ANY DEGREES OR TRANSCRIPTS, LICENSES, AND CERTIFICATIONS TO YOUR APPLICATION. Anchored in the foothills of the Sierra Nevada - 20 miles east of Sacramento and about 1.5 hours from Lake Tahoe - the City of Folsom is comprised of beautiful parks and trails, and boasts excellent schools, family-orientated neighborhoods, and outstanding shopping, dining, and cultural options. Folsom is a high-tech, forward-looking city, with firms ranging from small to large international corporations. Voted by WalletHub as the Best Place for Families to Live in California, and 2nd Best Lake Town in America, Folsom is recognized for its affordability, fair weather, education, and health. The City of Folsom's Utilities Department is currently recruiting for an Administrative Assistant to support both the Waste & Recycling Division and the Fleet Division with the preponderance of work related to Waste & Recycling. This position is in-person, Monday - Friday, 8:00am - 5:00pm and is represented by Local 39 IUOE. IDEAL CANDIDATE The Administrative Assistant oversees an administrative team responsible for customer service related to waste collection programs and must have the ability to ensure consistent coverage and professionally resolve customer service complaints. The ideal candidate has strong technical skills, including the ability to use queries, extract and analyze large amounts of data, create complex formulas in Excel, format and edit Word and pdf files, and edit maps using ArcGIS software. The position requires exceptional organizational and communication skills to manage multiple tasks with accuracy and within defined deadlines. The ideal candidate must also be able to quickly adapt to changing priorities. DISTINGUISHING CHARACTERISTICS The Administrative Assistant series is the highly specialized level in the clerical series that has principal clerical responsibility for a variety of complex, but well-defined Department-wide administrative functions, such as budget compilation, a multi-faceted payroll, contracts, Committee or Commission minutes, document imaging, payment processing, and/or Council agenda item preparation, and may take assignments directly from a department head. Some positions may provide direct supervision for a small proportion of the time. Incumbents work on specialized administrative activities containing a high number of complex and difficult tasks and assignments. Positions at this level are distinguished from those in the lower classification of Senior Office Assistant by their principal clerical responsibility for a variety of complex but well-defined, Department-wide administrative functions; the independence with which they perform their duties; and their lead work. This class is distinguished from the classification of Administrative Assistant – Confidential in that the latter has access to confidential and sensitive labor-relations information. This class is distinguished from the class of Administrative Support Specialist in that the latter serves as primary clerical support to the City Manager. NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed. Act as technical resource on complex administrative support problems, specialized issues, and department services; monitor quality and timeliness of unit work. As lead worker, instruct employees in the interpretation and application of regulations, policies, and procedures related to the department's programs and automated systems. Coordinate schedules and meetings. Compile budget data, participate in preparation of department's budget, and analyze draft budget figures. Develop recommendations for revisions in organizations or procedures to reflect changes in operations or improvements in existing practices. Assist the public in person, by phone, or by email; answer inquiries and assist in administration of department services, programs, and operations such as processing claims, legal records, and/or other complex records. Prepare notices, reports, flyers, letters, fiscal, or other documents and information. Compile data and maintain forms and spreadsheets. Research and assemble information and verify that information or data is complete, accurate, and consistent. Process and maintain payroll records. Track annual employee evaluations on a monthly-basis and forward information to supervisors with appropriate forms. Respond to surveys. Take and transcribe Commission or Committee minutes. Classify expenditures to the appropriate expenditure accounts, and prepare purchase order requisitions Provide principal clerical support for the development of Council Agenda items and meeting preparation, coordination with the centralized agenda preparation system, etc. Process and maintain contracts and payment files. Assist with processing and production of public records requests. Perform related duties as assigned. Job Duties Utilities Department - Waste & Recycling and Fleet Maintain title documents for city vehicles. Analyze fuel usage data and prepare and file quarterly tax return for off-road fuel use. Accounts payable including querying data to verify payment amounts. Create and edit maps for collection routes and special events. Inventory and order supplies. Onboard part-time employees. Train and oversee the customer service team. Establish and document standard operating procedures. Manage division records retention and disposal. Employment Standards NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Essential Duties" section of this specification. Knowledge Of Office management methods and procedures. Principles of business administration, budget administration, accounting, payroll and personnel administration. Principles and practices of taking formal minutes of Committees or Commissions Modern office practices, and department specific methods, procedures, policies and regulations. Programs, goals, and purpose of the assigned department. English grammar, vocabulary, spelling, and punctuation. Business letter writing. Leadwork and staff development techniques and practices. Common word processing, spreadsheet, and database software. Modern office equipment and computer software, including scanning, printing, faxing, electronic document classification, and word processing, spreadsheet, presentation, accounting and database software Ability to: Analyze administrative problems and develop recommendations. Prepare and analyze statistical data, tables, and charts. Plan, evaluate, train, and supervise work of others. Answer a variety of questions related to department programs and processes. Exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations. Provide verbal and written instruction to others. Prioritize, organize, assign, and monitor workload. Learn the basic principles as well as the highly specialized components of the automated systems used in the department. Apply the rules, regulations, policies, and procedures pertaining to initial application for the assigned department's services. Apply appropriate questioning content and techniques for interviewing applicants. Enter data accurately into automated system and identify methods to independently verify the accuracy of the data entry. Locate, identify, and correct inaccurate or incomplete information. Effectively communicate verbally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Education Minimum Qualifications Associate's degree from an accredited college or university in accounting, business or similar area or the equivalent in college semester hours/credits. Experience Three (3) years of full-time, increasingly responsible administrative secretarial experience. Substitution Additional qualifying experience can be substituted for the required education on a year-for-year basis. License, Certificate, Registration Requirements At the option of the City, persons hired into this class may be required to either possess at entry or obtain within specified time limits, designated licenses, certificates or specialized education and training relevant to the area of assignment. Additional requirements may include, but are not limited to the following: Some positions may require the possession of, or the ability to obtain and retain, a California Class C driver license by the time of appointment. Individuals who do not meet this requirement due to a disability will be evaluated on a case-by-case basis. Notary Public Commission Physical Requirements: Work is performed in a typical office environment. (1) Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/ Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/ Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. (7) Environmental: frequent exposure to noise. The City of Folsom offers a wide range of employee benefits. For specific benefit information, refer to the labor agreements (MOUs) of each bargaining unit. The salary range for this position (M50) is $72,032.68 - $91,248.86 annually with the City typically hiring at step 1. #J-18808-Ljbffr City of Folsom