Administrative Assistant

Overview

POSITION TITLE ADMINISTRATIVE ASSISTANT

DEPARTMENT VARIOUS

EMPLOYMENT CATEGORY REGULAR

EMPLOYMENT LEVEL STAFF

PLEASE NOTE:

All applicants must submit a typing certificate of at least 50 NWPM (no online typing certificates accepted) no later than the closing date of this recruitment. Typing certificates are only considered valid if issued within the last two years. Applicants who do not submit a typing certificate will be disqualified. Typing certificates may be obtained at Worknet in Los Banos.

To make an appointment, please contact .

To perform a variety of highly responsible, confidential and complex technical, administrative and clerical duties for a Department Head; and to coordinate a variety of administrative support services for the department through creating and maintaining specialized reports, records and files; interact with City personnel and the public on technical matters.

Receives general supervision from a Department Head. May exercise general supervision over administrative support personnel in assigned area.

Duties may include, but are not limited to, the following:

• Reliable and dependable attendance and punctuality.
• Perform a wide variety of highly responsible, complex and confidential duties in support of the administration of a department or specific functional area.
• Receive, open, stamp and process incoming mail.
• Respond to calls and visitors with tact and diplomacy; respond to requests for sensitive information and assistance; resolve citizen concerns and complaints.
• Type, proofread and process a variety of documents, including those of a confidential nature.
• Prepare, distribute, and post agendas, minutes, resolutions and reports for a variety of meetings including Boards, Committees, Commissions, and other civic organizations; provide additional administrative support as necessary which may include the transcription of recorded or written information.
• May be required to attend night meetings and records proceedings.
• Drafts procedures and arranges for publication of legal notices.
• Coordinate and make travel arrangements for an assigned Department Head and staff; maintain appointment schedules and calendars; organize and arrange meetings, conferences and civic functions.
• May plan, organize, communicate and implement special City and department events.
• Develop, maintain and archive a variety of files and records for information related to department; maintain manuals and update resource materials. Participate in budget preparation and administration; monitor and track expenditures.
• Maintain various files and records for the assigned department.
• May plan, prioritize, assign, supervise and review the work of a Department’s support staff.
• Maintain inventories and orders office supplies and materials.
• Research, compile and analyze data for special projects.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Perform other related duties as assigned.

• Business English; letter writing formats and technical report preparation.
• Modern office management practices and procedures including filing systems management and the operation of a wide variety of office equipment and computer software.
• Applicable Federal, State, and local laws, codes, and regulations.
• Functions and organization of municipal government.
• Basic fiscal methods.
• Principles of customer service.
• Principles and practices of supervision, training and performance evaluations.

• Perform responsible and difficult administrative/clerical work involving the use of independent judgment and personal initiative.
• Intermittently, review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
• On a continuous basis, sit at desk and/or stand at counter for long periods of time; intermittently twist and reach office equipment; write and use keyboard to communicate…