Administrative Assistant/ Senior

The full salary range for this position is as follows: Administrative Assistant - $30.94 to $39.49 / Senior - $34.12 to $43.53. Expected hiring range is as follows: Administrative Assistant $30.94-$34.12/ Senior - $34.12 to $37.61.

Performs a wide variety of responsible confidential para-professional and technical level administrative, secretarial, and/or program related duties in assistance to the Economic and Community Development Department; coordinates, monitors, and reports on various department activities; and reviews routine administrative budget requests related to the area of assignment.

Distinguishing Characteristics

Administrative Assistant

This entry level class of the series is distinguished from level II by routine and repetitive duties performed according to established procedures. Incumbents are closely supervised in their initial assignments. As they gain experience, incumbents will work more independently in routine work.

Senior Administrative Assistant

Positions at this level perform the most difficult duties; possess a specialized technical or functional expertise. Incumbents are assigned significant responsibilities above the advanced journey level, possess specialized knowledge, abilities, skills and experience, and exercise independent judgment and initiative in the performance of their duties.

The senior-level position may be filled either through open internal recruitment as a promotional opportunity or through a full external recruitment process. Lower levels are not flexibly staffed into the senior-level position.

Essential and other important responsibilities and functions may include, but are not limited to, the following:

• Represent the City to all callers and visitors in a professional and effective manner.
• Respond to visitors' inquiries, both on the telephone and in person, and refer to the appropriate staff member for more specific information, as appropriate; take accurate messages; and exhibit familiarity with all functions of the City.
• Greet, assist, and direct visitors and staff members entering the department offices; notify the appropriate staff member when visitors have arrived; and direct visitors to the proper office.
• Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
• Act as an information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.
• Type letters, reports, memoranda, and other documents relating to the department, which may include contracts, proposals, technical/legal documents, statistical and/or special forms, budgets, and charts.
• Post to logs; maintain/monitor records and files; follow up on due dates; and perform other monitoring functions to ensure timely completion of work.
• Receive callers and handle incoming phone calls, directing them to the appropriate person within the department.
• Act as interdepartmental liaison relating to administrative/project support functions for the office and for compliance with City regulations and practices relating to those functions.
• Both the Administrative Assistant and Senior Administrative Assistant are required to serve as a Deputized Clerk for Planning Commission Meetings.
  
  

Senior Administrative Assistant

• Assist professional staff in performing and conducting studies, special projects and administrative functions; perform data collection and analysis; and prepare draft reports and technical documents.
• Perform a variety of highly responsible and confidential clerical, secretarial and administrative duties for an assigned department. Maintain appointment schedules and calendars; arrange meetings and conferences; coordinate and make travel arrangements.
• Establish and maintain systems related to the assigned technical areas of responsibility; monitor area activities and report progress, as required; and manage software programs.
• Interpret and explain City and department policies, rules and regulations in response to inquiries; and refer inquiries, as appropriate.
• Ensure areas of responsibility are in compliance with related laws, codes, ordinances, and legislation; and advise the staff of any irregularities in compliance.
• Review and verify documents related to department activities, including budgets, grants, claims, legislation, class specifications, general reports, and other related information.
• Perform accounting functions related to purchasing of supplies, equipment, and services; and process and evaluate bids for single items according to City purchasing policies, procedures, and limits.
• Perform related duties, as assigned.
  
  

Qualifications

Knowledge of:

• English usage, spelling, grammar and punctuation including proofreading and principles of business letter writing.
• Standard office technology and software, including the use of word processing, database, spreadsheet, and internet information applications.
• The organization, procedures, and operating details of the assigned City department.
• Filing and recordkeeping systems.
  
  

Senior Administrative Assistant - In addition to duties above

• Principles and practices of administration, including recordkeeping, and budget monitoring and control.
• Principles and practices of the technical area to which assigned including but not limited to, claims, legislation, budget, grants, personnel, contracts, and social services.
• Principles and practices of intermediate analytical research and project coordination.
• Pertinent local, state, and federal laws, codes, ordinances, and City functions, policies, rules, and regulations.
• Basic principles of supervision and training.
• Techniques and practices of effective interpersonal communication.
  
  

Ability To

• Understand the organization and operations of the City and of outside agencies in order to assume assigned responsibilities.
• Communicate clearly and concisely, both orally and in writing.
• Understand and follow a variety of instructions in both oral and written form and with minimal supervision.
• Organize duties and determine priorities to meet assigned deadlines.
• Apply operating rules and procedures of the assigned department.
• Work cooperatively with other departments, outside agencies, and the public.
• Interpret and apply departmental/project policies, procedures, and rules.
• Establish and maintain financial records and make simple mathematical computations.
• Compile and maintain complex and extensive records and files.
• Type accurately at net 40 words per minute.
• Operate a variety of office machines and equipment.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Create and maintain basic spreadsheets and records.
  
  

Senior Administrative Assistant

• Review work documents, reports and special projects; identify and interpret technical and numerical information; and explain systems and procedures to staff and others.
• Perform responsible para-professional and technical level secretarial and administrative and/or program related duties in assistance to a City department.
• Perform independent research in carrying out technical administrative duties.
• Research, collect, compile, analyze, and present a variety of data in an understandable and meaningful way.
• Develop and implement various data collection and reporting systems.
• Review budget submissions and revisions for mathematical and accounting accuracy.
• Manage and account for large amounts of cash and implement sound cash collection and handling measures.
• Solve complex problems.
• Understand, interpret, and explain policies, procedures, and regulations.
• Obtain information through interviews and deal firmly and courteously with the public.
• Effectively handle multiple assignments.
• Analyze situations quickly and objectively and determine proper course of action.
• Train and provide oversight to clerical staff, as assigned.
• Operate a personal computer with proficiency and familiarity, including proficiency with word processing, spreadsheet, and database programs.
• Type at a speed necessary for successful job performance.
• Maintain a high level of confidentiality related to a wide range of sensitive information routinely encountered as part of work assignment.
• Communicate clearly and concisely, both orally and in writing.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
• Ensure areas of responsibility are in compliance with related laws, codes, ordinances, and legislation; and advise the staff of any irregularities in compliance.
• Review and verify documents related to department activities, including budgets, grants, claims, legislation, class specifications, general reports, and other related information.
• Perform accounting functions related to purchasing of supplies, equipment, and services; and process and evaluate bids for single items according to City purchasing policies, procedures, and limits.
• Perform related duties, as assigned.
  
  

Experience

Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Administrative Assistant

Three years of increasingly responsible clerical work.

Senior Administrative Assistant

Four years of increasingly responsible secretarial and administrative support or technical experience, preferably in the subject area to which assigned; one year of lead supervisory experience is highly desirable.

Education

Administrative Assistant

The completion of the twelfth grade; supplemented education/training in business, office management, or related field is highly desirable.

Senior Administrative Assistant

An Associate’s degree from an accredited college, with course work in public administration, business administration, accounting, statistics, or a related degree.

Licenses/Certifications/Other Requirements

Possession of or ability to obtain and maintain a valid California driver's license, or the ability to use alternative transportation methods to perform the essential duties of the position.

Working Conditions

This position will require occasional overtime to attend Planning Commission meetings once a month. Weekend work and travel is rare.

Physical Demands

Mobility : frequent use of keyboard; frequent walking, stooping, kneeling, crouching, reaching, pushing, and sitting; occasional climbing, bending, standing, and squatting.

Lifting : frequently up to 10 pounds; occasionally up to 40 pounds.

Vision : constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.

Dexterity : frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.

Hearing/Talking : frequent hearing and talking, in person and on the phone.

Emotional/Psychological : frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.

Environmental : frequent exposure to noise.