Administrative Assistant

Administrative Assistant

***DISCLAIMER: The City reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received. The City is in compliance with the Americans with Disabilities Act and will make all reasonable accommodations for the disabled to participate in employment programs and facilities. Women, minorities, and disabled individuals are encouraged to apply. The finalist candidate must pass a pre-employment physical and drug screen.*** DEFINITION: Under direction, performs a variety of secretarial, clerical, and administrative duties for one or more management level positions; serves as recording secretary to a board, commission, committee, or similar entity; performs other related duties as required. Positions in this class are characterized by the primary responsibility and continuing performance of secretarial, and complex clerical tasks of an administrative nature and non-routine related duties for a Department Head, Department Manager, or an Assistant Police Chief. DISTINGUISHING CHARACTERISTICS: The Administrative Assistant is an advanced level classification in the clerical series in which incumbents perform all of the duties of a Secretary in addition to serving in a supervisory capacity and/or taking and transcribing minutes at commission meetings. This classification is distinguished from the next higher classification of Executive Assistant to the City Manager or Executive Assistant to the Chief of Police in that the latter provides complex clerical and office administrative support of a sensitive and confidential nature for the City Manager or Police Chief. If the incumbent is assigned to the Police Department, the duties will include organizing and coordinating workloads, maintaining calendars, scheduling appointments and preparing documents.

Duties

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

• Prepares or assists in writing a wide variety of correspondence, reports, memoranda, case records, documents, orders, payrolls, and statistical data (e.g., charts, tables, graphs) from rough drafts, marginal notes, or general instructions.
• Assembles information from various sources and arranges into proper format; proofreads written materials to identify errors in punctuation, spelling, and grammar; sets up, maintains, archives, and oversees the destruction of office files, records, and indexes.
• Serves as a board, commission, or committee secretary; attends meetings; takes and prepares meeting minutes; sets priorities and meets deadlines; prepares agendas; establishes and implements departmental office practices, forms, and procedures.
• Schedules appointments and relieves supervisor of administrative detail, such as, checking time and attendance reports; processing purchase forms and claim vouchers; assists in carrying out administrative policies and procedures.
• Provides general information to office and telephone callers and/or refers them to appropriate party; maintains control files to monitor the status and expedite the completion of staff assignments.
• Investigates, prepares, and responds to customer inquiries and complaints, explaining and interpreting codes, policies, standards, and procedures.
• Monitors budget expenditures and budget expense records for such funds as CIP, IWA, solid waste, and recycling, or a subdivision of the police department; coordinates CIP budgets.
• Handles routine administrative tasks associated with subcomponents of departmental programs, such as coordinates bid processes; processes invoices; performs grant administration; coordinates the administration of the City's risk management program, self-insurance program, and general liability claims; prepares status and acquisition reports; coordinates aerial photographs and maps; coordinates requests for proposals or requests for bids; schedules inspections; coordinates and manages special projects and programs as assigned by an Assistant Police Chief; conducts research and provides recommendations; processes concealed weapons permits; coordinates meetings and requests.
• Sorts, screens, prioritizes, and routes incoming mail; maintains office supply inventories and orders supplies.
• Coordinates and administers the department's portion of the website; publishes and monitors content.
• Arranges travel for meetings, conferences, and seminars; maintains various calendars specific to the assigned department.
• May train or orient new employees; may provide lead or full supervision of a small clerical unit; provides vacation and temporary relief as required.
• Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.

OTHER DUTIES: (include but are not limited to the following)

• Assists in monitoring expenses and/or revenues relative to the budget; prepares complex worksheets and tables from standardized data and makes arithmetical calculations.
• May provide supervision, direction, and training to subordinate clerical staff.
• May perform Notary Public services.
• Performs other related duties as required.

Qualifications

MINIMUM QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.) Administrative Assistant Education: Equivalent to the completion of the twelfth grade and 18 semester or 27 quarter degree qualified units from an accredited college or university in secretarial sciences, office practices, business education, or a related field or 360 hours of training from a recognized occupational training program in secretarial sciences, business education, or a related field. Experience: Three years of responsible, broad, varied, and complex secretarial experience, one year of which must have been in a secretarial capacity performing research, taking minutes and preparing reports to the City Council, commission, or committee. License/Certificate: Possession of a valid Class C California driver's license.

Additional Information

KNOWLEDGE/SKILLS/ABILITIES: (The following are a representative sample of the KSA's necessary to perform essential duties of the position.) Knowledge of: Standard office and administrative policies and procedures; City codes and ordinances related to assigned department; records processing and maintenance procedures and systems; preparation of complicated documents requiring in-depth specialized knowledge; methods and techniques of supervision, training, and motivation, basic principles of mathematics; applicable federal, state, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; occupational hazards and standard safety practices. In addition, if assigned to the Police Department, must also have knowledge of federal, state, and local laws impacting records production, records retention, personnel management, CJIS requirements, CLETS access, and ADA considerations when coordinating public meetings. Skill to: Operate modern office equipment including computers and applications related to the work, including word processing, database, and spreadsheet software. Ability to: Provide complex and difficult secretarial, clerical, and administrative support to a department head/manager or Assistant Police Chief; relieve assigned department head/manager or Assistant Police Chief of administrative detail; handle routine administrative tasks associated with sub-components of departmental programs; read, understand, and review documents for accuracy and relevant information; use applicable office terminology, forms, documents, and procedures in the course of the work; read, understand, and explain specific documents; maintain accurate office files; compose correspondence or documents; meet deadlines; deal successfully with the public, in person, and over the telephone; courteously respond to community issues, concerns, and needs; attend evening meetings as required; supervise, train, and evaluate staff; perform mathematical calculations quickly and accurately; interpret, explain, and apply applicable laws, codes, ordinances, and regulations; read, interpret, and record data accurately; organize, prioritize, and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; operate modern office equipment including computer equipment and specialized software applications programs; communicate clearly and concisely, both orally and in writing; establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.