Administrative Assistant I/II

Job Title

The City of Palm Desert provides exemplary and sustainable services, amenities and programs for the benefit of the local and surrounding communities. When you interact with a City employee, you will find our collaborative, driven and efficient staff working together to provide strategic solutions for the community and each other. We are a city focused on external and internal customer service and try to find a way to say "yes," while not compromising the City's or our own integrity.

Our efforts are guided by our core values:

• Integrity
• Stewardship
• Service
• Community
• Innovation
• Teamwork

Our employees are passionate about innovation, collaboration and growth, which is supported by the City's Council and Executive Team. We are an environment that thrives on making changes, pivoting quickly, and is full of movers and shakers. We are constantly striving to improve processes and better our approach so that we can better support the needs of the City. If you have growth mindset and find change exciting, the City of Palm Desert may be your ideal working environment!

Under immediate (I) or general (II) supervision, performs a variety of technical administrative duties requiring substantial knowledge of the administrative procedures and practices of an assigned department, division, or program; provides technical and secretarial administrative support to management and departmental staff; provides information and assistance to the public and City staff related to administration of department programs, projects, and services; and performs related duties as assigned.

Receives supervision from assigned supervisory or management staff. May provide functional direction to subordinate or less experienced employees.

Class Characteristics

Administrative Assistant I: (Salary range $65,104 - $75,338 annually) This is the entry-level classification in the Management series. Initially under close supervision, incumbents learn and perform work that has technical administrative aspects, requiring the interpretation and application of policies, procedures, and regulations, as well as the performance of various research functions. As experience is gained, assignments become more varied, complex, and difficult; supervision and frequent review of work lessen as an incumbent demonstrates skill to perform independently. Positions at this level usually perform most of the duties required of the positions at the Management Technician II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods.

Administrative Assistant II: (Salary range $71,843 - $83,138 annually) This is the fully-qualified journey-level classification in the Administrative Assistant series. Positions at this level are distinguished from the Administrative Assistant I level in that incumbents possess a comprehensive, authoritative understanding of department or division administrative functions and activities and may provide secretarial support to management staff in addition to completing administrative and technical assignments and assisting in the administration of department projects and programs. Incumbents at this level typically perform a wide variety of technical administrative support duties requiring the use of considerable discretion and independent judgment in performing assigned work. Incumbents have responsibility for ensuring the efficient and effective functioning of their assigned program(s) or operational area(s). Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from Executive Assistant in that the latter is a single-position classification providing highly responsible and complex administrative assistance to the City Manager.

Positions in the Administrative Assistant class series are flexibly staffed and positions at the Management II level may be filled by advancement from the Administrative Assistant I level; progression to the Administrative Assistant II level is subject to management approval and is dependent on the incumbent (i) performing the full range of duties assigned to the Administrative Assistant II level, and (ii) acquiring the knowledge, skill, and experience necessary to meet the minimum qualifications for the Management II level of the series.

Examples of Typical Job Functions

• Provides technical administrative support for an assigned department, division, and/or program, requiring substantial knowledge of the administrative procedures and practices of the area of assignment.
• Prepares and processes applications, licenses, bid documents, contracts, agreements, warrants, citations, claims, resolutions, ordinances, staff reports, and legal, official, and/or confidential documents requiring knowledge of assigned programs/projects, operations, and services and the ability to explain, interpret, and apply federal, state, and local laws, rules, regulations, codes, ordinances, and City policies and procedures relevant to assigned area of responsibility.
• Serves as a liaison for assigned department, division, and/or program; receives, processes, and responds to public records requests, subpoenas, complaints, and other requests for information; researches, reviews, and organizes information; verifies compliance with legal and regulatory requirements.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Organizes and maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules, including archiving, scanning, and destruction of files.
• Works with the public and a variety of outside parties to ensure completion of applications, documents, forms, and supporting documentation related to assigned area of responsibility.
• Serves as recording secretary and provides staff support for assigned boards, committees, and commissions; prepares, posts, and distributes public hearing notices, agendas, and informational packets; prepares staff reports; coordinates meeting logistics and room set-ups; attends meetings, takes and transcribes minutes, and processes action items; prepares and posts public and legal noticing related to board, committee, and commission actions.
• Coordinates and provides administrative support for the development of consultant requests for proposal, advertising, and bid processes for professional and/or construction services; works with department staff to prepare project and technical specifications and scopes of work as well as project cost and time estimates; prepares and posts legal notices, attends bid openings, documents bid results, verifies that contractors meet City requirements, and prepares staff reports with recommendations.
• Designs, creates, and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports.
• Researches, summarizes, and interprets data from various sources and prepares a variety of reports according to established procedures and practices; may submit reports to various local, state, and federal regulatory agencies.
• Assists management in performing and conducting studies and special projects; collects and compiles data; prepares draft reports; makes recommendations for changes in departmental administrative procedures, policies, and programs.
• Performs a variety of administrative office support duties such as scheduling and coordinating meetings, conferences, and trainings; coordinating travel arrangements; processing reimbursements; and ordering and maintaining office and other related supplies.
• Performs clerical accounting and financial support work; performs calculations; monitors budgets and accounts; determines and calculates required fees; processes, reconciles, and verifies cash and monies received; processes purchase orders, payment vouchers, check requests, and invoices.
• May attend and represent the City at community events.
• May maintain websites and social media accounts by writing, editing, and proofreading content, and taking and editing photos and videos.

Performs other duties as assigned.

Qualifications

Some of the knowledge and ability statements below may apply to a Management Technician I in a learning capacity.

Knowledge of:

• Applicable federal, state, and local laws, rules, regulations, ordinances, and City policies and procedures relevant to assigned area of responsibility.
• Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.
• Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.
• Record keeping and filing systems and methods.
• Methods and practices of technical data research, analysis, and report preparation.
• Basic business arithmetic and bookkeeping.
• Business letter writing and the standard format for reports and correspondence.
• Methods of preparing and processing various records, reports, forms, and other documents specific to assigned program, department, or division.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and City policies and procedures relevant to assigned area of responsibility.
• Accurately and efficiently perform technical administrative work using independent