Administrative Assistant - Engineering

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The City of Murrieta is accepting applications for the position of Administrative Assistant to fill one (1) current vacancy in our Engineering Department of the Community Services Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

This position is an essential part of the Engineering team to provide administrative support for development services technicians and engineers in the land development, and CIP divisions. The ideal candidate will be organized, possess good time management, have strong attention to detail, and be good with internal and external customer service. Responsibilities include fielding calls from residents, processing and tracking complaints, organizing and filing engineering records, collaborating and assisting various engineering staff.

Under general supervision, performs a variety of administrative, secretarial, and office support duties requiring thorough knowledge of the assigned department, division, or program, its procedures, and operational details; provides administrative support to various departmental staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry and organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing;

provides information to the public and City staff; and performs related work as required.

Receives general supervision from assigned supervisory or management staff. May provide functional direction to assigned administrative support staff.

This is the fully qualified journey-level classification in the higher-level administrative assistant series. Positions at this level provide administrative support to Division heads and departmental staff. Positions at this level are capable of performing complex administrative and office support duties, including taking and transcribing meeting minutes and assisting in department‑related projects and programs. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

This class is distinguished from the Executive Assistant in that the latter provides complex administrative support to an assigned department head, oversees the workflow of the office, and provides functional or direct supervision over lower-level support staff.

• Provides administrative support to an assigned supervisor or manager in the daily management of operations
• Prepares, types, and/or processes various documents requiring professional knowledge of the department, division, or program functions, which may include, but are not limited to, permits, licenses, applications, vouchers, claims, meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal/official documents, bid documents, etc.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting secretary, including preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes for assigned meetings, boards, and commissions; prepares departmental agenda items for City Council or other committee, commission meetings
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information
• Verifies and reviews forms and…