Senior Administrative Assistant

Senior Administrative Assistant

****Only the first 150 applications will be accepted**** Applications will be used for vacancies city-wide. We're seeking a highly organized and proactive Senior Administrative Assistant to provide exceptional support, streamline operations, and help keep our team running efficiently. If you thrive in a fast-paced environment and excel at managing priorities, we'd love to hear from you. Under general supervision, performs a wide variety of responsible, complex and confidential administrative and secretarial duties for the Department Director and/or senior management staff; plans, organizes, and oversees the operations and functions of the assigned office and provides information and assistance to the Department, other departments, staff and the general public. Exercises no supervision.

Examples of duties may include, but are not limited to, the following:

• Provides administrative and secretarial support to assigned department; plans, organizes and manages administrative assignments;
• Researches, compiles, and organizes information and data from various sources on a variety of specialized topics;
• Reviews processes and procedures and makes organizational or procedural recommendations for changes affecting support activities;
• Interprets and explains regulations, procedures, policies, systems, rules and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others;
• Participates in the development, administration and monitoring of the department's budget;
• Maintains budget, purchasing, personnel, payroll and other records to assist in the management or administration of departmental programs;
• Types, formats, proofreads, and produces final copy of a variety of reports, letters, memoranda, spreadsheets and statistical charts;
• Independently composes letters, memoranda or basic reports from general instructions or information related to assigned responsibilities; arranges for or distribute copies of material;
• Applies specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, forms, records and files;
• Initiates and maintains a variety of files and records for information related to the assigned office, including official resolutions and ordinances;
• Assists with coordinating grant applications and administration of grants;
• Prepares various documents including requests for bids or proposals and administers agreements;
• Provides leadership and guidance to lower level staff;
• Performs special projects and assignments as requested;
• Tracks various items specific to assigned department;
• Serves as initial contact/resource person for the assigned office;
• Maintains calendars of department activities, meetings, and various events; schedules meetings and arranges for necessary materials to be available at meetings;
• Coordinates travel arrangements for department staff as necessary;
• Serves as department liaison to various committees, commissions and task forces; prepares, copies and distribute meeting agendas and related materials, minutes, resolutions or other formal documents;
• Works with information technology to address technical issues within assigned department;
• Receives payments or fees; issues receipts; and maintains records of transaction; and
• Perform other related duties as assigned.

Education: A high school diploma or equivalent; some college level coursework in business administration, public administration, or a related field. For college level coursework obtained outside of the U.S, an official equivalency is required.

Experience: Three years of responsible administrative experience supporting a division or department.

Licenses and Certifications: Possession of, or the ability to obtain and maintain, a valid California driver's license upon appointment.

Special Requirements: Essential functions require the following physical abilities and work environment:

• Ability to work in a standard office environment;
• Ability to travel to different sites and locations;
• Regularly required to talk or hear;
• Required to sit, stand, and walk, use hands to finger, handle or feel, and reach with hands and arms;
• Occasionally required climb, balance, stoop, kneel, crouch or crawl.; and
• Ability to frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS Candidates must clearly demonstrate through their application material that they meet the minimum qualifications of the position. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. The employment application must be completed and submitted online. Applicants must list current and past work experience. Do not indicate "See Resume". Proof of education such as but not limited to, university/college transcripts and degrees must be submitted online with your application. Applicants are responsible for attaching proof of education, certification, and/or license to each position for which they apply.

The following documents are required for this position:

1. Transcripts verifying college-level coursework in business administration, public administration, or a related field.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted by the application deadline. Failure to provide all required documents will result in elimination from the selection process. Please note, the City of Redlands' preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. The successful candidate will be required to undergo a reference/background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which may include a drug/alcohol screening depending upon job classification). The City of Redlands utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization. For questions regarding this recruitment, please contact Sophia Diaz at View email address on click.appcast.io or Julie Maher at View email address on click.appcast.io