Administrative Assistant

Administrative Assistant (Confidential) 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 City Attorney's Office is currently recruiting for an Administrative Assistant (Confidential). This position is Monday - Friday, 8:00am - 5:00pm and sits at a public counter located in Folsom City Hall. This position will provide direct administrative and clerical support to the City Attorney's Office. The ideal candidate is someone who has strong administrative experience working in a law office or working within the legal department of a public agency. The minimum requirement is three (3) years of experience, however at least five (5) years of experience is highly preferred. The ideal candidate has a strong understanding of City government, The Public Records Act, and The Government Claims Act. The ideal candidate is also very familiar with civil litigation, including calendaring requirements and practices; general court procedures; and filing documents in state and/or federal court, especially Sacramento Superior Court. Under general supervision of the City Attorney, the Administrative Assistant (Confidential) will perform highly confidential, responsible, specialized, and technical office support activities, with principal clerical responsibility for a variety of complex but well-defined, Department-wide administrative functions; explain rules, policies, and operations related to department records and programs; provide information and assistance to the public; may coordinate administrative and clerical activities among the divisions of the department; and perform related work as required. Incumbents may oversee, monitor, and direct the work of lower level personnel. The Administrative Assistant (Confidential) is an unrepresented, singular classification that has principal clerical responsibility for a variety of confidential and 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 independently on specialized sensitive administrative activities containing a high number of complex and difficult tasks and assignments. This class is distinguished from the represented classification of Administrative Assistant in that the latter does not have 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. This is an unrepresented, confidential, non-exempt position. The Administrative Assistant (Confidential) position is responsible for the listed job duties above, as well as those listed depending on their assigned department: City Attorney's Office Finance Human Resources The level and scope of the knowledge and abilities listed below are related to job duties as defined under "Distinguishing Characteristics." 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 and basic report preparation. 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. Principles of records management. Calendaring, filing methods, editing, and proofreading. Ability to: Analyze administrative problems and develop recommendations. Prepare and analyze statistical data, tables, and charts, and make basic mathematical calculations. 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 employment, including elected and appointed officials, executives, and City staff while maintaining a professional demeanor. Develop understanding of City departments and outside agencies as necessary. Type at a speed necessary for successful performance on the job. Maintain attention to detail by prioritizing work and coordinating several activities simultaneously despite interruptions. Organize work, set priorities, meet critical deadlines, and follow up on assignments with a minimum of supervision. Perform difficult and responsible administrative support work efficiently and accurately in a fast-paced environment. The Administrative Assistant (Confidential) position is responsible for the employment standards above, as well as those listed depending on their assigned department: City Attorney's Office Ability to maintain strict confidentiality of all project assignments and City legal issues. Ability to anticipate need of the City Attorney and Assistant City Attorney; research and gather necessary information for meetings, reports, projects, appearances. Ability to maintain confidential data and information for executive staff. Education: 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. Desirable/Preferred Qualifications: Administrative experience working in a law office is highly preferred. Familiarity with legal terminology, civil litigation, and general court procedures is preferred. Knowledge of filing documents in state and/or federal court, with experience in Sacramento Superior Court is desirable. Contract review and insurance experience is desirable. General knowledge of city government, including activities and responsibilities of the City Attorney's Office, City Manager's Office, and City Council is desirable. 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.