Administrative Assistant I/II

Administrative Assistant I/II

The City of Del Mar is looking to hire a dynamic and effective local government administrative professional to serve as an Administrative Assistant I/II for the Administrative Services Department. The Administrative Services Department consists of the City Clerk, Human Resources, Risk Management and Information Technology divisions.

The position is focused on administrative support functions and serves as the first point of contact for visitors to City Hall. Duties include staffing the City Hall front desk and assisting customers, posting City Council and advisory committee agendas and minutes, managing the City Hall general phone line and department email inboxes, processing advisory committee appointments, distributing mail, taking customer payments, publishing and posting public notices, and data entry.

The City is seeking a highly reliable and punctual employee with strong, diverse administrative and organizational skills, customer service-oriented attitude who is a good communicator, quick-learner and eager to work in a highly engaged community. Experience in a local government setting is highly desirable but not required. Experience supporting the City Clerk function is desirable.

The Essential Duties

Under general supervision, Administrative Assistant I/II performs a variety of difficult, responsible and specialized administrative and office support functions including but not limited to the following:

• Provides comprehensive administrative support to the City Clerk division by preparing and processing council meeting agendas, advisory committee and City Council meeting packets, minutes, letters, legal advertisements, and official notices.
• Orders department supplies and maintain accurate, current inventories of equipment and/or supplies. Review and code departmental expenses, prepare requisitions and purchase orders for designated equipment, materials, supplies and/or services.
• Performs front desk duties and interacting with the public both in person, over the phone, and in writing via to address technical and/or sensitive matters with professionalism, good judgement and tact, and effective communication.
• Processes payments for parking citations, planning & building fees, and other City fees and reconcile related cash receipts.

The Desired Minimum Qualifications

Knowledge of:

• Office administration practices and procedures.
• Principles and practices of sound business communication.
• Correct English usage, including spelling, grammar and punctuation.
• City organization, ordinances, rules, policies and procedures applicable to departmental operations.
• Terminology, technical work processes and local, state and federal requirements applicable to areas of assigned responsibility.
• Basic functions of public agencies, including the role of an elected Council and appointed boards and commissions.
• Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data.
• The City's personnel policies and labor contract provisions and timekeeping requirements.
• Budgeting, recordkeeping, filing and purchasing practices and procedures.

Ability to:

• Operate a computer using word processing and spreadsheet software.
• Type accurately at a speed necessary to meet the requirements of the position.
• Organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility.
• Interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures.
• Organize and maintain office and technical, specialized files.
• Compose correspondence from brief instructions.
• Communicate clearly and effectively orally and in writing.
• Understand and follow written and oral instructions both with City staff and customers.
• Prepare clear, accurate and concise records and reports.
• Use tact and discretion in dealing with sensitive situations and concerned people and customers.
• Establish and maintain effective working relationships with City managers, staff and others encountered in the course of work.

Experience and Training:

• Graduation from high school or G.E.D. equivalent; and
• Three years of increasingly responsible office administrative, specialized administrative support or secretarial experience; or an equivalent combination of training and experience.
• Experience in a government setting is highly desirable

Supplemental Information

Physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Mental Demands

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with City managers, staff, customers, the public and others encountered in the course of work, some of whom may be dissatisfied or abusive individuals.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individual's with disabilities to perform the essential functions. Employees work under typical office conditions, and the noise level is usually quiet. In certain assignments, an employee may occasionally work near moving equipment and be exposed to toxic or caustic chemicals, biological hazards, airborne fumes, outdoor weather conditions and loud, prolonged noise.