Administrative Assistant

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 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 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.

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.

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.

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.

The City of Tustin offers a comprehensive compensation and benefit program that includes:

FLEXIBLE BENEFIT PLAN The City provides a specific dollar amount to each employee to use toward the purchase of individual or family health coverage, dental plans, vision coverage, additional life insurance, deferred compensation, and other optional benefits. Currently, the flexible benefit amount for Employee + 2 is $2050 per month. The City contracts through CalPERS medical program (PEMHCA) which offers multiple PPO and HMO options for health insurance providers. Employees also have the choice of Delta Dental PPO or HMO plans.

RETIREMENT Employees will be enrolled in a defined benefit (pension) plan with the California Public Employees Retirement System (CalPERS). CalPERS determines the retirement plan in which a new employee will be enrolled based on the individual's membership status with CalPERS or a reciprocal retirement system on the individual's first day of employment with the City. Classic CalPERS members will be enrolled in the 2% @ 60 plan, with an employee contribution of 10% (pre-tax). New CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the 2% @ 62 plan, with an employee contribution of 7.25% (pre-tax). The City does not participate in Social Security, though participation Medicare is mandatory (1.45% employee contribution).

DEFERRED COMPENSATION Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program and the City contracts with Nationwide Retirement Services.

GENERAL LEAVE General Leave may be used for vacation and/or illness. Annual accrual amounts increase from 160 to 248 with years of service.

HOLIDAYS The City has 13 paid holidays per calendar year.

LIFE INSURANCE Full-Time employees receive a $100,000 life insurance policy.

LONG-TERM DISABILITY The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident.

ALTERNATIVE WORK SCHEDULE The 9/80 alternative work schedule is available for most full-time positions.

RETIREE HEALTH INSURANCE Employees who retire from the City of Tustin with ten (10) years of full-time service and continue enrollment in the City's health plan are eligible for reimbursement of $250 per month toward retiree health insurance costs. Employees first hired into a benefitted position with the City of Tustin prior to July 1, 2011 are eligible for this benefit after five (5) years of service.

TUITION REIMBURSEMENT After passing the probationary period, employees may request reimbursement up to a maximum of $4000 per calendar year for tuition and related expenses when attending a community college or four year university.

EMPLOYEE ASSISTANCE PROGRAM Employees are enrolled in an Employee Assistance Program that provides a variety of legal and counseling services.

MEDICARE All newly hired employees contribute a portion of gross salary for Medicare coverage. The employee contribution to Medicare is 1.45%.

SECTION 125 MEDICAL & DEPENDENT CARE PROGRAM The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.

SPECIALITY PAY The City has specialty pay for designated positions. Examples of specialty pay include Bilingual Pay, Water Certificate Pay, Stand-By Pay, Call-Back Pay, and Shift Differential.