Administrative Assistant

The City of Tustin is currently seeking professional, detail-oriented applicants for the position of Administrative Assistant. This recruitment will be used to fill two vacancies that offer an opportunity to support the important work of either the City Clerk's Office or the Human Resources Department. Current vacancies include: One full-time position in the City Clerk's Office, with full employment benefits; and One part-time, non-benefited position in the Human Resources Department, working approximately 20 hours per week. This recruitment may close at any time upon receipt of a sufficient number of qualified applications. Interested applicants are encouraged to apply promptly. THE POSITION The selected candidates will provide administrative and customer service support within either the City Clerk's Office or Human Resources Department. These positions are ideal for individuals who enjoy administrative work, take pride in getting the details right, and understand that every task contributes to the success of the office. Responsibilities include coordinating multiple assignments, maintaining records and files, preparing correspondence and documents, tracking deadlines, and supporting a variety of departmental programs and services in a fast-paced and high-profile environment. THE IDEAL CANDIDATE The ideal candidate is highly dependable, organized, and service-oriented, with exceptional attention to detail and a commitment to producing accurate, polished work. Successful candidates will communicate clearly and professionally, exercise sound judgment and discretion, manage competing priorities effectively, and remain welcoming, approachable, and composed when assisting employees, members of the public, and others. The ideal candidate will also be a collaborative and flexible team member who brings a positive attitude, a good sense of humor, and a genuine willingness to pitch in wherever needed. The successful candidate will take pride in both significant assignments and the routine but essential tasks that keep the office running smoothly. Individuals with high ethical standards and integrity who take genuine satisfaction in supporting their colleagues, serving customers, and contributing to the success of the team will thrive in this role. To be considered, a City application, supplemental questionnaire, AND typing certification verifying a typing speed of at least 50 net words per minute (nwpm) must be submitted. For typing certification requirements, CLICK HERE. THE CITY Tustin is a vibrant and charming city nestled in the heart of Orange County. The City remains true to its quaint heritage while warmly welcoming neighbors and planning for purposeful growth in the future. Called home by a passionate and diverse community, Tustin is a place for all generations and every walk of life. Behind this beloved community, there is a team of practiced public servants who steward the City’s future while maintaining its unique charm and rich history. By balancing the needs of today with optimism for tomorrow, the City of Tustin works to realize its vision of a safe, high-quality and thriving community. SELECTION PROCESS The first step in the selection process is a training and experience evaluation of each candidate based on the application materials submitted. Candidates who meet the minimum qualifications will be invited to participate in an online assessment of basic work skills (week of 7/20). Top scoring candidates will subsequently be invited to participate in a one-way video interview (week of 7/27). Candidates who are determined by subject matter experts to be the best qualified for the vacancies will be invited to a structured panel interview (week of 8/10). Finalists will participate in departmental interviews (week of 8/17). Dates are tentative and may change if necessary. All candidates who pass the panel interview will earn placement on the eligible list, which may be used for current and future vacancies in the job classification. We anticipate a start date for the position in late September or early October. 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, 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, financial 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; creates and processes purchase orders Provides backup support to administrative support staff A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes: Education and/or Experience Graduation from high school; and two (2) years of general clerical experience. Licenses and/or Certificates Possession of a valid California Class C driver’s license and an acceptable driving record. Special Requirements Satisfactory results from a background investigation, physical examination and administrative screening. KNOWLEDGE, SKILLS, & ABILITIES To view the knowledge, skills, & abilities required of the position, please follow the link here. Information on the physical demands, mental demands, and work environment can be found by following the link here. The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities. #J-18808-Ljbffr