Senior Administrative Assistant

Senior Administrative Assistant

If you want to join a hardworking team that shares a commitment to provide top-quality municipal services in a prime North County location, consider a career with the City of Escondido. We have an opening for the position of Senior Administrative Assistant (Classified - probationary) in our Fire Department, as well as 2 openings for Senior Administrative Assistant (Unclassified - at will) in our Public Works Department/Streets division.

Under general supervision, independently performs a full range secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of assigned programs, division, or department with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; may serve as secretary to councils, commissions and/or boards;

and may act as office receptionist. The Senior Administrative Assistant (Classified) class is distinguished from the Senior Administrative Assistant (Unclassified) class in that the latter routinely performs duties and assignments that require confidentiality and discretion related to employee and labor relations.

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. Plans and organizes work activities; recommends improvements in work flow, procedures and use of equipment and forms; implements improvements as approved;

develops and revises office forms and report formats as required; organizes and maintains filing systems; maintains records related to specific area of assignment.

Performs a wide variety of complex and responsible duties for assigned staff; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records; may receive payments and collect fees.

Participates in developing and monitoring the assigned budget; compiles annual budget requests; monitors approved budget accounts.

Participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.

Verifies and reviews materials, applications, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports; provides information and forms to the public; collects and processes appropriate information.

Serves as liaison between assigned office and other City staff, the general public, and outside agencies; provides information and assistance as appropriate; explains programs, policies, and activities.

Screens office calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; may sort and distribute mail.

Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public and outside agencies; coordinates and processes staff travel arrangements.

As assigned, arranges and coordinates meetings for boards, commissions, and outside agencies; prepares agendas and correspondence; attends meetings and takes, transcribes,…