Administrative Assistant III

Administrative Assistant III

The City of Poway is searching for an Administrative Assistant III in the Development Services Department to support the Planning and Land Development divisions. This position plays an integral role in providing internal customer service, agenda report management, public noticing, and general support responsibilities. The ideal candidate is a self-starter, has a keen eye for detail, is exceptionally organized, and possesses a drive to work as part of a team. If you have administrative experience and excellent customer service skills, we encourage you to apply!

*This recruitment is to first fill a vacancy within the Development Services Department, however, those who are placed on the employment list may be contacted by other departments within the City if vacancies occur*

Under direct or general supervision, performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned City department or division(s), including document preparation, records management, and data entry; provides general clerical support on behalf of designated supervisory, managerial, or administrative positions; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs other duties as required.

Receives direct or general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Performs a wide variety of routine to complex administrative and clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies.

Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, and rules in response to inquiries and complaints from the public; assists and directs the public and callers to appropriate locations/staff; represents the City in a professional and customer friendly manner.

Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area.

Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.

Checks and tabulates standard mathematical or statistical data; may summarize such information and prepare periodic reports.

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.

Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda, including agenda items, bid documents, regulatory submittals, and documents associated with departmental projects; types from rough drafts, verbal instructions, or transcription machine recordings.

Processes and receives purchase orders, permits and insurance; provides insurance reporting; and maintains proper licensing.

Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.

Maintains calendars of activities, meetings, and various events; arranges meetings and makes appointments; provides support to committees such as preparing agendas, materials, and minutes.

Receives, codes, logs, schedules, and distributes service requests, work orders, facility reservations and class registrations.

Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.

Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in department and/or central files.

Coordinates travel arrangements and accommodations for personnel; submits all related paperwork.

Coordinates special projects as assigned.

May participate and assist in the administration of the assigned office; may organize and coordinate activities associated with the office; may recommend organizational or procedural changes affecting support activities.

May coordinate community outreach and event details, under the direction of assigned management staff.

May provide training to lower-level and new staff as required.

Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.

Performs other duties as assigned.

Any combination of the following education and experience which demonstrates the ability to perform the duties of this classification.

Experience: Four years of varied administrative support experience or two years of experience equivalent to Administrative Assistant II in the City of Poway.

Education/Training: Equivalent to the completion of the 12th grade, supplemented by specialized training in business or secretarial science.

Licenses and Certifications Administrative Assistant III: may be required to obtain a certification as Notary Public, depending on assignment; once obtained, the certification must be maintained in valid status.

Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push and pull materials and objects weighing up to 10 pounds.

Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Applicants will be evaluated on the basis of relevant training and experience. Highly rated candidates will be invited to participate in the selection process, which may consist of any combination of the following: written examination, performance test, and appraisal interview. Candidates must successfully complete each step of the selection process in order to be placed on the eligibility list. The eligibility list will be in effect for a period of up to six months. Applicants will be notified of their eligibility status. All appointments are subject to the successful completion of a pre-employment process that includes a background investigation, including LIVESCAN fingerprinting. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. The City of Poway participates in E-Verify. All employees are required by law to sign a loyalty oath to the United States and the State of California constitution at time of hire.