Description
Provide administrative support to department heads and managers by assisting with duties of an advanced, complex, and sensitive nature; represent the department at meetings; act as a liaison between department heads and other staff or the public, coordinating resolutions when appropriate. May provide administrative support to more than one department or division.
Supervise and train assigned subordinates to ensure office workflow is maintained and office goals are met; assign work according to changes in workload priorities; evaluate office and administrative functions to recommend changes in office procedures; evaluate the work performance of staff.
Perform various financial and accounting-related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, and assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders.
Maintain calendars for department executives and managers; schedule and/or coordinate meetings, seminars, conferences, and training sessions for department staff; act as meeting secretary, including posting required public notices, preparing agendas and informational packets, setting up the room, and taking and transcribing minutes.
Assist or administer department projects and/or programs as assigned by the department head; provide assistance to department staff in various research and department-related projects; assemble a variety of data and conduct special studies as directed.
Compose, @type, edit, and proofread a variety of complex documents, including forms, memos, statistical and analytical reports, and correspondence for department staff from rough drafts, dictation equipment, handwritten copy, verbal instructions, or from other material; input and retrieve data and text using a computer terminal; review draft documents for punctuation, spelling, and grammar; make or suggest corrections to drafts; assist with displays of exhibits and the preparation of computer graphics.
Provide information to the public, including contractors and vendors, by phone or in-person to ensure contract compliance and an understanding of department and City policies and procedures; listen to questions and explain procedures according to existing guidelines; respond to citizen and staff inquiries and complaints; refer citizens to the appropriate department source; coordinate or resolve problems of a moderate nature when appropriate.
Design and implement computerized and manual file, index, tracking, and record-keeping systems; research records within areas of assigned responsibility; prepare a variety of statistical and narrative reports; provide follow-up information to customer and staff inquiries.
Maintain the Citys and the assigned departments website; plan and implement web content; design department-specific web pages; work with other departmental staff regarding web content and making relevant resources available to the public.
Operate a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment.
Notarize city documents.
Translate public notices from English to Spanish, as deemed necessary (Bilingual Staff Only).
Provide English/Spanish translation services (Bilingual Staff Only).
Performs duties of a disaster services worker in the event of an emergency.
Perform other related duties as assigned.
Assignment to the City Clerk may include, but is not limited to, the following duties:
Prepare meeting agendas and/or packets of related information for City Council and Planning Commission meetings.
Act as Deputy City Clerk and attend City Council meetings; responsible for the documentation, maintenance, and dissemination of actions, including minutes, ordinances, resolutions, and contracts.
Prepare ordinances, resolutions, or proclamations, to be recorded, archived, or distributed.
Coordinate claim response with the appropriate parties.
Receive and respond to Public Records Requests in a timely manner.
Perform various administrative duties in the election process, such as the preparation and distribution of ballots, tabulation, and certification of results.
Assist council members, the mayor, commissioners, and City employees in filing statements of economic interest and campaign statements.
Interact with and provide administrative assistance to the City Council, City Officials, employees, and the general public.
Certify copies of records and documents.
Administer oath of office.
Work flexible hours, including weekends and evenings.
Minimum Requirements
EDUCATION AND EXPERIENCE
Administrative Assistant I
High school diploma or equivalent; and
Completion of 18 units of college-level coursework in public administration, business administration, or a closely related field; and
Three (3) years of increasingly responsible secretarial or administrative office experience.
Ability to fluently read, write, and speak Spanish is highly desired.
Relevant experience may be substituted for education on a year-for-year basis.
LICENSES AND/OR CERTIFICATIONS
Possession of, or ability to obtain a California Public Notary Commission within one year of employment.
Knowledge, Skills, and Abilities
Knowledge of:
Practices and methods of office management and administration, including the use of standard office equipment.
Basic principles and practices of supervision and training.
Computer applications related to the work, including word processing, database, and spreadsheet applications.
Applicable Federal, State, and local laws, codes, regulations, and policies.
Technical processes and procedures related to the department assigned.
Principles and procedures of financial record keeping and reporting, basic accounts payable, and purchasing.
Principles and practices of data collection and report preparation.
Business letter writing and the standard format for reports and correspondence.
Business arithmetic, financial, and statistical techniques.
Record-keeping principles and procedures.
Modern office practices, methods, and computer equipment.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.
Safe work practices.
Skilled in:
Setting priorities and being able to me
