Administrative Assistant to the City Council and City Manager

Administrative Assistant

Under general supervision, performs a full range of varied, responsible and confidential administrative duties with general instruction or assistance; multi tasks, priorities assignments, works effectively and efficiently in a demanding environment, exercises judgment and initiative in dealing with the public and in support of the City Council and City Manager.

Performs varied, sensitive, responsible and confidential administrative functions in a demanding environment.

Provides support to City Council and City Manager.

Relieves supervisor of administrative work including investigating and answering complaints from the public.

Providing assistance in resolving operational and administrative problems.

Recommends improvements in work flow, procedures, and use of equipment and forms.

Implements improvements as approved.

Develops and revises office forms and report formats as required.

Organizes and maintains filing systems.

Provides general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity.

Receives and screens office and telephone callers.

Calendars appointments.

Refers callers and/or complaints to appropriate City staff for further assistance as needed.

Receives and screens communications to the City Manager and City Council including office visitors, telephone calls, e-mail messages, and mail.

Provides assistance using independent judgment to determine those requiring priority attention.

Word processes, formats, edits, revises, and prints a variety of documents and forms including reports, correspondence, memoranda.

Proofreads, verifies, and reviews materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures.

Ensures materials, reports, and packets for signature are accurate and complete.

Develops, revises, and maintains standardized and master documents.

Assists in producing technical information handouts.

Copies, disseminates, and posts documents and information as appropriate.

Maintains accurate and up-to-date offices files, records, and logs for assigned areas.

Processes payroll records.

Utilizes various computer applications and software packages.

Creates and administers mailing lists and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.

Monitors expenditures against budget.

Prepares purchase requisitions and requests for payment; attends to a variety of office administrative details such as ordering supplies, arranging for equipment repair.

Transmitting information and keeping reference materials up to date.

Organizes and maintains office and specialized files in accordance with the City's records management program.

Maintains calendar of activities, meetings, and various events for assigned staff.

Coordinates activities and meetings with other City departments, the public, and outside agencies.

Coordinates and arranges special events as assigned.

Schedules meetings.

Coordinates arrangements and sets up meeting rooms.

Notifies participants.

Prepares and/or assembles meeting materials.

Coordinates, makes, processes, and confirms City Council and staff travel arrangements.

Arranges for transportation and accommodations for travel, checks and processes expense claims.

Researches information as requested.

Knowledge of: Organization, procedures and operating details of the City Manager's offices. Functions of public agencies including the role of an elected City Council and appointed boards and commissions. Organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Principles and practices of office administration; principles and practices of fiscal, statistical, and administrative research and report preparation. Principles and practices of sound business communication. Principles of business letter writing and report preparation. Basic principles and practices of budget preparation and administration. Records management principles and procedures including record keeping and filing principles and practices. Methods and techniques of proper phone etiquette. Mathematical principles. English usage, spelling, grammar, and punctuation; customer service and public relations methods and techniques.

Ability to: Perform a variety of sensitive, responsible, and confidential office administrative duties, in support of the City Council and City Manager's Office. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Multi-task and prioritize assignments, understand, interpret, and apply general and specific administrative and departmental policies and procedures. Operate office equipment including computers and supporting word processing, and spreadsheet applications. Learn and effectively utilize various software applications. Type or enter data at a speed necessary for successful job performance; organize, index, and reference a wide variety of administrative information and records. Prepare correspondence and memoranda. Perform mathematical calculations. Plan and organize work to meet priorities and deadlines. Understand and carry out oral and written directions. Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports; utilize public relations techniques in responding to inquiries and complaints. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective professional working relationships with those contacted in the course of work.

Education equivalent to the completion of high school, supplemented by business or college courses, and four years of responsible administrative, clerical, or secretarial experience. Local government or customer service experience is desirable. Possession of a valid Class C motor vehicle operator's license from the State of California. Ability to sit for up to two hours at a time. Ability to see. Ability to get from one location to another in the course of doing business. Along with your online application, please submit a resume.