Salary: $24.53 - $36.02 Hourly
Location : City Hall - 200 Civic Center Mission Viejo, CA
Job Type: Full-time
Job Number: 2324-32
Department: Community Development
Opening Date: 04/12/2024
Closing Date: 4/29/2024 3:00 PM Pacific
Description
City of Mission Viejo Invites Applications for
ADMINISTRATIVE ASSISTANT
$24.53 - $36.02 per hour
APPLY BY: 3:00 P.M., MONDAY, APRIL 29, 2024

The City of Mission Viejo seeks qualified and motivated candidates to serve as our next Administrative Assistant to provide varied office administrative and secretarial support to our Director of Community Development and related management, professional, and supervisory staff.

Currently, there is (1) full-time position scheduled to work 40 hours per week, Monday to Friday from 8:00 a.m. to 5:00 p.m. assigned to the Community Development Department at City Hall. The schedule and assignment includes one Monday after hours Commission meeting each month and may vary depending on the needs of the City. This is an FLSA non-exempt position and is entitled to overtime.

The eligibility list established for this position may be used to fill future full-time, part-time or temporary Administrative Assistant vacancies in any or all City departments and/or divisions.
TENTATIVE RECRUITMENT SCHEDULE:

• Monday, April 29, 2024, at 3:00 p.m. - Recruitment closes
• Week of May 6, 2024 - 1st Round of Oral interviews
• Week of May 13, 2024 - Hiring Department Interviews
• Week of May 20, 2024 - Selection announced
• June 24, 2024 - Assignment begins

If there is a change in the recruitment process, Human Resources will notify all affected candidates. The City will not accommodate applicant scheduling requests for alternative dates.

Examples of Important and Essential Duties

Your impact

1. Oversee and ensure that the office administrative functions of the Community Development department are effectively carried out;
2. Maintain a calendar and coordinate the schedule of the Department Director and associated management staff;
3. Attend once a month evening Planning & Transportation Commission meeting and take minutes.
4. Provide a variety of support to the Planning & Transportation Commission; prepare and distribute agenda packets; follow up on decisions as required;
5. Arrange meetings by scheduling rooms, notifying participants, and preparing agendas; ensure information is compiled and duplicated; take and prepare summary or action minutes of such meetings;
6. Attend to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchases and maintenance, processing incoming and outgoing mail; attending meetings, and serving on various committees;
7. Process bills and invoices for payment; prepare and transmit a variety of financial documents; assist in budget preparation and maintains records of purchase orders, expense statements and other fiscal transactions;
8. Receive and screen visitors and telephone calls for the Director; provide information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances;
9. Operate standard office equipment, including job-related computer hardware and software applications such as Word, Excel, Outlook and multi-line telephones;
10. Organize and maintain various administrative, confidential, reference, and follow-up files; purges files as required;

Applicants are encouraged to review the entire Administrative Assistant job description by visiting the City's website at https://cityofmissionviejo.org.
Your Team
The members of the Mission Viejo Community Development Department are committed to promoting public health, safety and general welfare by preserving or enhancing the high quality of life in Mission Viejo. They are looking for someone with the same commitment to service and team spirit to join them.
Ideal Candidate

• Is a reliable and flexible team player, enthusiastic about helping others; able to work both independently and in a group environment;
• Can establish and maintain effective and harmonious working relationships with all levels of staff, volunteers, and the public;
• Someone who can provide a high level of customer service to the public, vendors, contractors and City staff, in person, over the telephone, and in email while handling a high volume of calls and walk-in traffic;
• Someone who can organize their own work, coordinate projects and events, set priorities, meet critical deadlines and follow-up on assignments with a minimum of direction;
• Knowledge of computer applications such as Word, Excel, Outlook, Adobe, Publisher, Perfect Mind and has the ability to learn new programs such MUNIS financial software and OnBase imaging and workflow system;
• Knowledge of business letter writing and the standard format for reports and correspondence; and
• Good oral and written communications skills.

Job Related and Essential Qualifications
Knowledge of:

• Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Codes, regulations, policies, technical processes and procedures related to the department to which assigned.
• Standard office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work, including word processing, database and spreadsheet applications.
• Records management principles and practices.
• Business arithmetic and basic statistical techniques.
• Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.
• Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.
• Safe driving principles and practices.
• Safe work practices.

Skill in:

• Providing varied, confidential and responsible secretarial and office administrative work requiring the use of independent judgment, tact and discretion.
• Responding to and effectively prioritizing multiple phone calls, walk-up traffic and other requests/interruptions.
• Interpreting and implementing policies, procedures, technical processes and computer applications related to the department to which assigned.
• Analyzing and resolving office administrative and procedural concerns.
• Performing research and preparing reports and recommendations.
• Composing correspondence and reports independently or from brief instructions.
• Establishing and maintaining a records management system for the assigned department.
• Making accurate arithmetic and statistical calculations.
• Using English effectively to communicate in person, over the telephone and in writing.
• Organizing own work, coordinating projects, setting priorities, meeting critical deadlines and following-up on assignments with a minimum of direction.
• Taking a proactive approach to customer service issues in a professional manner.
• Making process improvement changes to streamline procedures.
• Taking notes rapidly and accurately transcribing own notes.
• Using tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines.
• Establishing and maintaining effective working relationships with employees and those contacted in the course of the work.
• Operating modern office equipment including computer equipment and software programs.
• Operating a motor vehicle safely.

Experience and Training and License/Certificate
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of twelfth grade supplemented by two (2) years of college level coursework in business or secretarial science, and at least three (3) years of varied administrative, secretarial and clerical support experience.
License:
Possession of, or ability to obtain, and maintain a valid California Driver's License may be required.
Benefits Overview
The following description is a general overview of the benefits provided to City of Mission Viejo benefit eligible employees. For specific details, please review the Human Resources Policies, Management and Budget Policies, Administrative Regulations, and official plan documents, or contact the Human Resources office at 949.470.3060.
Employees of the City are currently covered under the (CalPERS). While the City does not participate in the Social Security System, federal mandate requires new employees to contribute 1.45% of wages to Medicare insurance coverage.

Retirement
Employees Hired On or After January 1, 2013, Who Are CalPERS Members -
A CalPERS member hired by the City of Mission Viejo within less than a six (6) month break in CalPERS covered service, will participate in the 2% at 60 formula, three-year final compensation, and 1959 survivor benefit. Employees are required to contribute the full 7% member contribution, plus an additional 1.5% towards the employer rate.
A CalPERS member hired by the City of Mission Viejo with a six (6) month or more break in CalPERS covered service, will participate in the 2% at 62 formula, three-year final compensation, and 1959 survivor benefit. The employee pays the full member contribution, which is variable. The contribution rate for new members is 50% of the normal cost rate which is subject to change. The current member contribution is 7.0%. Employees also contribute 1.5% towards the employer rate.
Employees Hired On or After January 1, 2013, Who Are Not CalPERS Members -
Employees hired on or after January 1, 2013, will participate in the 2% at 62 formula, three-year final compensation, and 1959 survivor benefit. The employee pays the full member contribution, which is variable. The contribution rate for new members is 50% of the normal cost rate which is subject to change. The current member contribution is 7.0%. Employees also contribute 1.5% towards the employer rate.
Employer's Contribution Rate -
Beginning July 1, 2021, the employer's normal cost contribution rate is 9.82%, which reflects the employee pick-up of 1.5% of the employer rate.
Retiree Benefits
Employees Hired On or After December 2, 2006 -
The City's Supplemental Health Account for Retired Employees (SHARE) Plan is a defined contribution health reimbursement plan, which is intended to help employees offset post-retirement healthcare costs by allowing employees to contribute pre-tax dollars from their current wages with an additional contribution from the City, into an account that can be accessed upon retirement. To be eligible for the full benefits of the SHARE Plan, an employee must reach age 55 with a total of 15 years of service with the City of Mission Viejo.
The Plan requires mandatory contributions from both the employee and the City. Contributions to the Plan will commence for an employee beginning with the first pay period that occurs after the eligible employee's completion of one year of service with the City. Eligible employees will be required to contribute 1.5% of their salary. Deductions will be pre-tax and will be taken from each paycheck.
Starting the same date, the City contribution will be $100 per month ($50 per pay period for 24 pay periods) for full-time employees, $75 per month ($37.50 per pay period for 24 pay periods) for full-time equivalents of .750 to .999, and $50 per month ($25 per pay period for 24 pay periods) for full-time equivalents of .500 to .749, after the completion of the waiting period. This program is administered by ICMA-RC.

Payday
The City issues paychecks on a biweekly basis (), every other Friday. Benefits are deducted from paychecks twice a month.
Holidays
The City observes ten (10) paid holidays, including a Winter Closure at City Hall and the Corporation Yard between December 26th and December 31st. Employees also have one (1) floating holiday per year, which is credited annually on January 1st (on the employee's hire date in the first year) and cannot be carried-over.
Comprehensive Annual Leave
Provides employees with paid time off for rest and relaxation, personal or family illness, bereavement, and personal business. For non-exempt classifications, 19 days annual accrual during the first year, increasing to 30 days beginning in year ten, prorated based on the full-time equivalent for all part-time positions. For exempt classifications, 24 days annual accrual during the first year, increasing to 35 days beginning in year ten, prorated based on the full-time equivalent for all part-time positions.
Jury Duty Leave
Employees are granted up to 30 paid days for jury service.
Cafeteria Plan
The City offers a "cafeteria style" flexible benefits plan, with a provided by the City for all regular and probationary full-time and part-time employees. The benefits plan is covered under Section 125 of the Internal Revenue Code allowing employees to pay monthly benefit premiums on a pre-tax basis. Benefit coverage begins the first day of the month following thirty-days (30) of continuous regular employment.
Medical Insurance
The City contracts with to employees, plus their qualified dependents. Employees are required to participate in the City group medical plan.
Dental Insurance
The City contracts with Delta dental for dental coverage for employees, plus their qualified dependents. There is a choice among two plans, Delta PPO and Delta Care PMI.
Vision
The City contracts with Vision Service Plan (VSP) for vision coverage for employees, plus their qualified dependents.
Life Insurance
The City contracts with Voya to provide term life insurance for employees in an amount equal to two (2) times the employee's annual salary to a maximum of $300,000. The City pays the full cost of the monthly premium. If you need more than the Basic Life insurance the City provides, you may purchase additional coverage by enrolling in the Supplemental Term Life (STL) and AD&D insurance programs.
Short and Long Term Disability
The City contracts with Voya to provide both short and long-term disability insurance coverage to the employee, in a benefit amount up to 66% of the employee's salary. The City pays the full cost of the monthly premium.
Flexible Spending Account
You can set up one Flexible Spending Account (FSA) for health care expenses and another to pay for the cost of caring for your dependents while you are at work. The Health Care Spending Account is a tax-free way to pay any qualified out-of-pocket expenses associated with medical, dental, and vision care for yourself and any family members who are legal dependents. You may contribute between $180 and $2,500, pre-tax, annually to this account. The Dependent Care Spending Account allows you to pay for child or elder care expenses on a tax-free basis. You may contribute between $300 and $5,000 annually towards this account. Both types of accounts are administered through
Employee Assistantance Program
The City contracts with MHN to provide short term counseling benefits, as well as life management services and referrals, to employees, their dependents, and any other members within their household. The City pays the full cost of the monthly premium.
Deferred Compensation
A voluntary deferred compensation plan is available through Nationwide. The City matches contributions up to $150 per month.
College Savings Plan
The City offers payroll deductions to a qualified 529 plan. This voluntary managed by ScholarShare, is a flexible college savings program that helps make saving for a child's higher education easier.
Wellness Program
The City offers free membership, with some restrictions, to the City's Recreation and Tennis Centers for employees and their resident family members.
Tuition Reimbursement
Once probation has been successfully completed, the City offers tuition reimbursement to employees for qualified classes and/or programs up to $1,250 per fiscal year, prorated based on the full-time equivalent for all part-time positions. Pre-approval by the employee's supervisor and the City Manager is required.
Technology Loan Program
Once probation has been successfully completed, an interest-free technology loan is available to employees in an amount up to $3,500, prorated based on the full-time equivalent for all part-time positions.
Flexible Workplace Program
The Flexible Workplace Program allows an employee to enter into an agreement to schedule portions of their work week away from their regular worksite. Participating employees will work a full workday, but program participation allows times and number of hours in the office to be scheduled differently between individual days of the week. The City Manager must approve all Flexible Workplace Program applications. Program participation is a benefit and not an entitlement and is approved on a case-by-case basis.
01

Your responses to the following supplemental questions and your ability to follow instructions will be a primary tool in the evaluation of your qualifications for this position and will be used in conjunction with your application to evaluate your experience, knowledge and skills. Do not refer to your application and/or resume when completing these questions. Do you understand and acknowledge these instructions?

• Yes
• No

02

If you are invited to an interview, you will receive an email from the City of Mission Viejo with instructions to self-schedule yourself for an interview time the week of May 6, 2024. Failure to self-schedule an interview on time and/or to show up for the interview on time is an automatic fail for this recruitment. Do you understand and acknowledge these instructions?

• Yes
• No

03

Explain the different ways you approach learning a new job as far as learning the office procedures, rules, new software and learning about the work expectations of your new supervisor.
04

Much of the time this position will require you to work with minimal supervision. Describe how you approach time management and organization when you have to work independently.a) How do you keep your supervisor informed?b) When do you ask your supervisor for help?
05

Please specifically describe your education and work experience in:a) Computer experience including the type of software packages (spreadsheets, word processing, presentation, and database management) used and documents generated and/or maintained;b) Experience with creating or editing graphics, promotional pieces, and with providing website or blog updates, andc) Processing purchase orders, invoices, billing issues, and other purchasing functions.
06

Describe your experience dealing courteously and effectively with the public, appointed officials, vendors, volunteers, and other employees. Include your definition of "Excellent Customer Service".
Required Question