Salary : $55,743.60 - $67,756.56 Annually
Location : City of Benicia, CA
Job Type: Full Time
Job Number: 23/24 #57
Department: Public Works
Opening Date: 04/16/2024
Closing Date: 5/12/2024 5:00 PM Pacific
Definition

The recruitment will remain open until the first review of applications scheduled for April 30, 2024 or open until enough qualified applications have been received. Interested applicants should apply as soon as possible as the recruitment may close at any time.
The City of Benicia is recruiting to fill a full-time Senior Administrative Clerk position within the Public Works Department (Corp Yard). This eligibility list will be established to fill this vacancy, as well as any other full-time, part-time, and/or temporary positions that occur during the period the eligibility list is active.
This position will perform a wide variety of clerical work and highly responsible administrative assistance for a major independent office or division; to exercise an advanced level of technical expertise and/or job knowledge relating to clerical function; and to perform a variety of technical tasks relative to assigned area of responsibility.
If you are looking for a rewarding place to work, welcome new challenges, and are ready to be part of a dynamic team, apply today!
All applicants will need to submit a typing certificate of 50 wpm or greater at time of application submission; we do not accept online typing certificates. More information on where you can take a typing test can be found at the end of this job brochure.
Distinguishing Characteristics

This is the advanced journey level in the Administrative Clerk series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed, complexity of duties assigned, independence of action taken, by the amount of time spent performing the duties, and by the nature of the public contact made.
Employees perform the most difficult and responsible types of duties assigned to classes within this series, and perform duties requiring specialized knowledge in the areas of assignment. Employees at this level are required to be fully trained in all procedures related to assigned areas of responsibility.

• Receives direction from assigned supervisory or management staff.
• May exercise technical and functional supervision over lower support staff as appropriate.

Representative Duties / Qualifications

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

• Provide highly responsible clerical support to a major office or division; may participate and assist in the administration of an office including specific program responsibility, and the processing of routine payroll, personnel and purchasing documents.
• Deal with the public in non-routine matters using own discretion to directly resolve issues regarding the intent of instructions, past practice, and City regulations related to area of assignment.
• May prepare and type resolutions, ordinances, agreements, and proclamations in final form; may serve as secretary to a board or commission, preparing the agenda and taking minutes of the meetings.
• Take and transcribe dictation from rough draft, written notes or recordings.
• Type, proofread and use word processing applications to prepare a variety of documents, including general correspondence, agendas, reports, memos and statistical charts from rough draft, recordings or verbal direction.
• Initiate and maintain a variety of files and records of information related to area of assignment.
• Handle a variety of confidential personnel and business information.
• May provide indirect supervision to part time and lower level support staff as assigned.
• Provide information and forms to the public and may assist in filling out forms; collect and process appropriate information related to area of assignment.
• Act as receptionist; screen calls and visitors and refer inquiries as appropriate; respond to complaints and requests for information based upon assigned department's policies and procedures.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS
Knowledge of:

• Modern office procedures, methods and computer equipment.
• Business English, vocabulary, grammatical usage, punctuation and correct spelling.
• Reception and telephone techniques.
• Principles and procedures of record keeping.
• Intermediate word processing, spreadsheet, and database management methods, techniques and programs.
• General City policies and procedures.

Ability to:

• Organize, plan, schedule and implement administrative and clerical operations/activities related to area of assignment.
• 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 through written means; run errands; lift or carry weight of 10 pounds or less.
• Learn, understand, interpret and apply methods, policies, and procedures of the department to which assigned.
• Type at a speed of not less than 50 words per minute from clear copy.
• Perform general clerical work including maintenance and compiling of complex and extensive records and files.
• Effectively operate computer hardware and software applications for word processing, spreadsheets, and database management, dictation and transcription machines and other modern office equipment.
• Operate standard office machines including computers and dictation equipment.
• Work independently with little supervision, exercise initiative, and sound judgment.
• May train or provide lead guidance for less experienced support staff as necessary.
• Maintain confidentiality of a wide range of sensitive information.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.

EXPERIENCE AND EDUCATION
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Experience:

• Three years of increasingly responsible clerical experience similar to the Administrative Clerk II with the City of Benicia, preferably involving contact with the general public.

Education:

• Equivalent to the completion of the twelfth grade.

LICENSES AND/OR CERTIFICATIONS

• Possession of, or ability to obtain, a valid California driver's license.

Supplemental Information
APPLICATION PROCESS:
Individuals interested in being considered for the Senior Administrative Clerk position must submit an application and responses to the required supplemental questions by the final filing date. It is preferred you apply through the NeoGov system by using the link:
Individuals wishing to file a paper application in lieu of the on-line application process should contact the City of Benicia Human Resources Department at 250 East "L" Street, Benicia, CA 94510. Business hours are Monday - Friday from 8:00 am - 12:00 pm, and from 1:00 pm - 5:00 pm.
Applicants are expected to accurately document their related experience and any training, education, and/or skills relevant to this position. Applicants should respond to all supplemental questions, even if the information is also contained in the application.
IMPORTANT INFORMATION REGARDING TYPING CERTIFICATES
Failure to attach or submit a current (dated within 2 years from the date of application) typing certificate will cause you to be disqualified from this recruitment for failure to follow directions.
Typing certificates must be an original 5-minute timed typing certificate noting a net typing speed (after errors) of 50wpm or more. This certificate must be dated no later than 2 years before the application date and provided from an accredited school, agency, facility or institution that is deemed acceptable by the City's Human Resources Department staff.
On-line typing tests will not be accepted. E-mailed test results from typing test websites will not be accepted.
The certificate must contain the official emblem and name of the agency that administered the exam, as well as the following information:
* Name of Applicant
* Number of corrected (net) words per minute typed during a five (5) minute timed test
* Date of Certificate - can not be more than 2 years old as of the date of application
* Signature and title of person verifying the typing test
* Address and telephone number of agency administering the exam
Please note, only typing exams of 5 minutes in length or more will be accepted. Your net typing speed on your certificate must be greater than or equal to the required typing speed for this City of Benicia position.
IT IS THE APPLICANTS RESPONSIBILITY FOR FINDING A LOCATION THAT OFFERS TYPING TESTS/CERTIFICATES. PLEASE DO NOT CALL US FOR THAT INFORMATION.
Many adult schools, community colleges, and temporary employment service agencies provide typing certificates for your convenience and most do charge some type of fee, however the City will not reimburse for any costs associated with an applicant's typing certificate.
The application must be completed in its entirety. Incomplete applications MAY RESULT IN DISQUALIFICATION.
SELECTION PROCESS:
Application materials will be carefully evaluated; applicants who document possession of experience and education which most closely meet the requirements of the position will be invited to participate in the next phase of the selection process, which may include an assessment and interview process.
Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.
Prior to appointment, candidates must pass a thorough background investigation and a pre-placement medical screening, including a drug screen.
If, due to a disability, you need accommodations at any point during the application or testing process, please contact the Human Resources Department at (707) 746-4766.
01

To provide us with an opportunity to evaluate your background, responses to the Supplemental Questions are required in addition to your application. The information you provide will be used to determine your eligibility to continue in the selection process for this position. All work experience that is described or included in your supplemental responses(s) should have occurred during employment of one/more of the Employers you listed in the "Work Experience" section of your application. If not, you will need to provide additional information as to where/how you received that experience.

• I have read and understand the above instructions.

02

Do you possess a valid California Driver's License issued by the State Department of Motor Vehicles?

• Yes
• No

03

Do you type at a rate of 50WPM or better? If yes, you must submit your typing certificate issued within the last 2 years from an agency, not a website. (See job posting for typing certificate requirements and instructions. You can submit your certificate by attaching it to your application or by submitting it to the Human Resources Department at the time of application.)

• Yes
• No

04

Select the statement below which best describes the level of education you have completed:

• High school graduation or GED
• High school graduation supplemented by fewer than 30 college units in business, accounting, or a related field
• High school graduation supplemented by 30 - 60 college units in business, accounting, or a related field
• AA degree with major course work in business, accounting or a related field
• Completion of upper division course work or a bachelor's degree in business, accounting or a related field

05

Please select the statement below which you believe bests describes the highest level of clerical and administrative experience you possess

• 1-2 years of increasingly responsible journey level administrative clerical experience
• 3 years of increasingly responsible journey level administrative clerical experience
• 4-5 years of increasingly responsible journey level administrative clerical experience
• more than 5 years of increasingly responsible journey level administrative clerical experience

06

Was any of the experience cited in #5 above gained in a local governmental setting (City, County, special district)?

• Yes
• No

07

List where the experience in question #5 above was gained. If in a non-governmental organization, please list all such organization(s) in which the relevant experience was gained:
08

Select the statement below which best describes the extent of your experience administering specific programs such as processing payroll and/or purchasing documents; handling confidential personnel records; tracking, reconciling and/or recording budget transactions; or, similar financially related projects.

• None
• Less than one year
• 1-2 years
• 3-5 years
• More than 5 years

09

Select the statement below which best describes the extent of your experience in dealing with employees and/or the public requiring tact and discretion to resolve issues, explain requirements or instructions, or answer non-routine questions.

• My contact with employees and the public is limited.
• I provide informational materials to employees or the public but am not required to resolve issues or answer non-routine questions
• I frequently interact with employees or the public in situations that require tact and discretion in resolving issues, clarifying procedures and/or answering non-routine questions.

10

Select the statement below which best describes the extent of your experience preparing and typing official documents such as resolutions, ordinances, agreements, public notices and proclamations in final form.

• None
• Less than one year
• 1-2 years
• 3-5 years
• More than 5 years

11

Select the statement below which best describes the extent of your experience typing, proofreading and using word processing applications to prepare a variety of documents, including letters, reports, memos and statistical charts from rough draft, recordings or verbal direction.

• None
• Less than one year
• 1-2 years
• 3-5 years
• More than 5 years

12

Select the statement below which best describes the extent of your experience creating and maintaining a variety of files and informational records.

• None
• I have maintained a variety of paper files
• I have maintained a variety of paper and electronic files
• I have created, implemented and maintained a variety of paper and electronic files
• I have designed electronic filing systems and converted paper files to online systems.

13

Select the statement below which best describes the extent of your experience providing information and assisting members of the public in completing forms, submitting fees, responding to complaints and explaining requirements in a given area of assignment.

• I have no public contact on my job(s).
• I have limited public contact on my job(s) consisting of providing routine information
• I have substantial public contact on my job(s) which involves providing information and providing some assistance.
• I have on-going responsibility for public contact on my job(s) which includes providing information and assistance, explaining programs or requirements, and resolving complaints.

14

Select the statement below which best describes the extent of your experience acting as a receptionist, screening calls and visitors and referring inquiries as appropriate.

• None
• Less than one year
• 1-2 years
• 3-5 years
• More than 5 years

15

Select the statement below which best describes the extent of your experience dealing with difficult people or handling conflict situations.

• I have had limited interaction with others as a part of my job(s).
• I have typically referred difficult people or sensitive situations to my superior or other agency staff.
• I have handled difficult people and situations occasionally as an assigned responsibility of my job(s).
• My job(s) have required me to frequently interact with difficult people and to handle conflict situations.

16

Select the statement below which best describes the extent of your experience working in a high production environment with tight deadlines, frequent interruptions, and multiple concurrent tasks.

• None
• Less than one year
• 1-2 years
• 3-5 years
• More than 5 years

17

Please indicate your level of proficiency with Microsoft WORD by selecting one (1) category below:

• I have no training or experience with this program.
• I have received training in the operation of this program but have not used it in the workplace.
• I have used this program to perform a variety of functions in the workplace but need some additional training to use all program capabilities.
• I am proficient in the use of this program and can utilize the majority of program capabilities.
• I am an expert in the use of this program, capabilities, and provide assistance and training to others in its use.

18

Please indicate your level of proficiency with Microsoft EXCEL by selecting one (1) category below:

• I have no training or experience with this program.
• I have received training in the operation of this program but have not used it in the workplace.
• I have used this program to perform a variety of functions in the workplace but need some additional training to use all program capabilities.
• I am proficient in the use of this program and can utilize the majority of program capabilities.
• I am an expert in the use of this program, capabilities, and provide assistance and training to others in its use.

19

Do you certify that the information and statements made in connection with this application and supplemental questionnaire are complete and true to the best of your knowledge? Please note that intentional misrepresentation of your qualifications will be grounds for disqualification from this selection process and/or removal from the eligibility list.

• I have read and understand the above information and certify the information I have provided is true to the best of my knowledge.

Required Question