ADMINISTRATIVE ASSISTANT I/II

Administrative Assistant I/II

Are you an experienced Office Support Professional with organizational skills and attention to detail looking for an opportunity to grow with a job serving the public? Would you like to work for an employer who offers top-notch benefits including a pension? Do you have solid writing skills to compose public notices and correspondence? The City of South Lake Tahoe is seeking an Administrative Assistant I/II to assist in the Finance Department, staff the service counter, and provide support in a wide variety of areas including collecting and analyzing data on City programs, composing and proofreading reports and letters, providing staff support to committees and commissions, and other duties as needed. The Ideal Candidate will be detail-oriented, customer-focused, and able to work effectively in a fast-paced environment. Strong organizational skills, attention to detail, and the ability to communicate professionally and effectively with the public, elected officials, and co-workers are essential. The selected candidate may be offered either the Administrative Assistant I or Administrative Assistant II position based on demonstrated skill strength and experience.

To be hired as an Administrative Assistant I, a candidate must have a High School Diploma or equivalent and 2 years of office support experience. Coursework in business operations is highly desirable.

To be hired as an Administrative Assistant II, a candidate must have a High School Diploma or equivalent and 3 years of progressively responsible experience in administrative, secretarial and clerical support involving frequent public interaction. Coursework in public administration or business administration is highly desirable.

To see the full job descriptions, click the respective position below: Administrative Assistant I: $4,672 - $5,679 per month Administrative Assistant II: $5,139 - $6,247 per month

Applicants are encouraged to apply early. The recruitment will close on August 9 at 11:59 p.m. The expected timeline for the recruitment is:

1. Round 1 Interviews of selected candidates: week of August 17th
2. Round 2 Interviews of advancing candidates: week of August 24

Pre-employment checks will commence in late August with an anticipated start date of mid to late September. Applicants are also encouraged to apply to the Accounting Technician recruitment that is going on simultaneously.

Examples of Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Serves as contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; negotiates and resolves sensitive and controversial issues; explains, justifies, and defends programs, policies, and activities.
• Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identifies alternatives, and makes and justifies recommendations.
• Performs a wide variety of complex, responsible, and confidential duties for assigned Department and staff; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Types and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility.
• Maintains a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies; directs and participates in coordinating and processing staff travel arrangements and prepares related expense reports.
• Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
• Serves as departmental public information officer including preparation of news releases, public information materials, internal or external newsletters and crisis/emergency communications.
• Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; conducts periodic retention and purging of files in compliance with applicable guidelines.
• Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
• May provide staff support to committees or commissions including preparing agendas, packets, and related materials; prepares and coordinates publications, postings, and distribution of legal notices for public meetings and hearings, ensuring that legal requirements are met; may attend public meetings or hearings and be required to take and maintain minutes for such meetings.
• Participates in special projects as assigned.
• Maintains timecard and payroll records including employee evaluations, disciplinary actions, workers compensation claims; maintains personnel files and records for management personnel.
• Orders supplies for the departments.
• Performs related duties as required.

Typical Qualifications

Education/Training: Equivalent to the completion of the twelfth grade. Additional specialized course work in public administration, business administration, or a related field is desirable. Experience: Administrative Assistant I - Two years of secretarial and clerical experience. Administrative Assistant II - Three years of increasingly responsible administrative, secretarial, and clerical experience involving frequent public contact. License or Certificate: Possession of a valid California or Nevada driver's license may be required for some positions.

Supplemental Information

EQUAL EMPLOYMENT OPPORTUNITY (EEO) EMPLOYER

The City of South Lake Tahoe is an Equal Employment Opportunity (EEO) employer. All employment actions shall be administered regardless of race, color, national origin, ancestry, religion, age, physical or mental disability or medical condition, sex, gender, gender identity, gender expression, sexual orientation, genetic information, marital status, pregnancy, political affiliation, veterans' status, or any other status protected under federal, state, or local law.

In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

DISASTER SERVICE WORKER

All full-time, permanent City employees are required to provide services as Disaster Service Workers in the event of an emergency/disaster.