This recruitment is to fill one vacancy in the Public Works - Operations & Maintenance Department and the resulting eligibility list may also be used for future vacancies within other departments, such as an expected upcoming vacancy in the Finance Division.Salary placement upon hire:Employees may expect to be placed on the salary range between steps A - F; however, additional steps my be considered based on prior education and experience. Pay rate increased 4% effective November 2022 and will increase an additional 4% in July 2023.Union: Depending on the department, this position is covered by the United Public Employees of California (UPEC) labor group.DEFINITION
Under general supervision, performs a variety of routine to moderately difficult and complex administrative, secretarial, customer service, accounting, database support, and office support duties for management and departmental staff; serves as administrative support to a variety of commissions, committees, and boards; composes and prepares correspondence; serves as first point of contact for customer phone calls; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, and department programs; and performs related duties as assigned.
 
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.
 
CLASS CHARACTERISTICS
This journey level classification is responsible for independently performing a variety of routine to moderately difficult administrative, secretarial, customer service, accounting, database support, and office support duties for management and departmental staff. Positions at this level exercise judgment and initiative in their assigned tasks, 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.
 
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so qualified employees can perform the essential functions of the job. 

• Performs a variety of professional and administrative functions involved in the operation of the assigned department; researches, prioritizes, and addresses incoming issues and concerns; provides information and handles issues that may require sensitivity and use of sound, independent judgment.
• Composes, formats, edits, revises, proofreads, and prints a variety of documents including correspondence, memoranda, agreements, contracts, legal documents, personnel action forms, reports, policies, informational materials, ordinances, resolutions, staff rosters, technical charts and tables, and other materials; types from rough notes, drafts, dictation, modified standard formats, and brief oral instructions; develops, revises, and maintains standardized and master documents; assists in designing and producing technical information handouts. 
• Serves as first point of contact for customer phone calls; answers, screens, and refers visitors and telephone calls to appropriate staff, departments, or agencies; assists customers at a public counter; navigates the permitting system to assist citizens, contractors/developers, and City staff; responds to requests and complaints from customers and the public; refers complaints to appropriate staff and/or takes or recommends action to resolve the complaint; receives and records receipts of various City permit and license fees. 
• Serves as administrative support for a variety of commission, committee, board, and related meetings; prepares, distributes, and posts agendas; takes and transcribes detailed meeting minutes and transcripts for assigned meetings; schedules commission meetings; prepares, formats, edits, revises, and proofreads staff reports; uploads exhibits, staff reports, and resolutions; provides administrative assistance to Commissioners; creates and mails notices of public hearing to residents; attends commission and committee meetings; maintains effective working relationships with elected City Council members and other appointed boards and commissions. 
• Organizes and coordinates meetings, seminars, conferences, and training sessions for department staff; creates staff schedules and calendars; initiates travel arrangements and itineraries for staff; schedules appointments and inspections; receives, opens, time stamps, sorts, and routes incoming mail and prepares outgoing mail; processes staff membership and subscriptions renewals.
• Assists with the preparation of the department/division annual budget; provides cost estimates and recommendations for budgetary allocations during the fiscal year; updates and maintains progress payment spreadsheets for various projects; balances budget accounts. 
• Assists Human Resources with recruitments and/or assessment centers; checks in candidates; verifies test scores and uploads documents and essays; schedules rooms and meals for interviewers.
• Assists Information Systems with software licensing, including order licenses and adding and removing users.
• Prepares and processes various invoices and reimbursements for payment; processes payment and reconciles City credit card payments; researches and compiles statistical records and financial data. 
• Creates, organizes, and maintains department records; directs and/or participates in implementing the department’s record retention program in accordance with the City’s records destruction policy; organizes and maintains databases and determines how information can be extracted for various department reports; organizes and maintains contracts, bid documents, proposals, and related information.
• Routes and responds to public record requests; queries databases to pull related records; compiles and reviews electronic and hard copy records; seeks authorization from management to release records; ensures records are accurate; submits authorized records to the City Clerk; ensures only those records requested are included; when serving as primary point of contact, determines which records to release and the type of correspondence required to communicate with records requestor.
• Advertises requests for proposals as well as bids for capital improvement projects; prepares and maintains bid results and updates specifications; reviews and verifies bid bonds, contractor and sub-contractor licenses, and Department of Industrial Relations (DIR) numbers; maintains copies of contracts, bid documents, proposals, and related information. 
• Applies a variety of database, spreadsheet, word processing, and graphics software programs and functions for departmental and division reports. 
• Updates online forms, templates, phone lists, rosters, class registration information, general information and department memos on the City’s website and/or department intranet site; assists with quarterly newsletters.
• Plans, organizes, coordinates, and evaluates the effectiveness of work processes, systems, and procedures to achieve efficiency and effectiveness in work standards; implements and utilizes various methods to analyze, manipulate, store, and retrieve a variety of department related data. 
• Serves as point of contact for technical assistance with online permit service and setting up new contractors in the online system.
• Orders a variety of office supplies, including custom products, business cards, and safety supplies. 
• Observes and complies with City and mandated safety rules, regulations, and protocols. 
• Performs other duties as assigned. 

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, scale, postage machine, folding and sorting machine, copy and fax machine; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or 10-key calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
 
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
 Knowledge of: 

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions; 
• Administrative principles and practices, including goal setting, time management, prioritization of tasks, and project management; 
• City ordinances, rules, programs, processes, and labor agreements applicable to departmental operations;
• Rules and procedures governing the notice and conduct of public meetings; 
• Research techniques, methods, and procedures, including the use of department databases; 
• City-wide as well as departmental and divisional administrative procedures, practices, and principles. 
• Business arithmetic; 
• Principles and practices of data collection, database input, maintenance, and querying, and report preparation; 
• Business letter writing and the standard format for reports and correspondence; 
• Principles and practices of sound business communication; 
• Writing and editing skills, including proofreading, grammar checking, and formatting of memoranda, templates, policies, and procedures; 
• Recordkeeping, filing, purchasing, accounting, and budgeting practices and procedures; 
• Record retention and destruction policies and procedures; 
• Cash handling techniques; 
• City and mandated safety rules, regulations, and protocols; 
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff; 
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar; 
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. 

Ability to: 

• Perform responsible, complex, and difficult administrative support work with accuracy and speed; 
• Maintain confidentiality and ensure discreet handling in all aspects of personnel or sensitive situations; 
• Provide varied and responsible office administrative work requiring the use of tact and discretion; 
• Interpret, apply, and explain administrative and departmental policies and procedures; 
• Prepare clear, accurate, and concise records and reports; 
• Enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work; 
• Respond to and effectively prioritize multiple phone calls and other requests for service;
• Make accurate arithmetic calculations; 
• Compose correspondence and reports independently or from brief instructions; 
• Prepare meeting agendas and transcribe minutes and other recordings from committee or commission meetings; 
• Understand and follow written and oral instructions; 
• File and maintain automated and hardcopy records, logs, and inventories with accuracy; 
• Review, complete, and submit contracts, applications, agreements, and other documents for signature approval;
• Organize and maintain specialized and sensitive department personnel files; 
• Make and confirm travel arrangements, including requests for travel advances; 
• Work with a team and serve as a team player; 
• Prepare a variety of confidential documents; 
• Handle disputes and complaints and resolve problems in a calm and tactful manner; 
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines;
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments;
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks; 
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax; 
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

Education and Experience: 
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:
Education:

• Equivalent to completion of the twelfth (12th) grade supplemented by specialized administrative or business office training.

Experience:

• Four (4) years of increasingly responsible clerical and administrative experience involving frequent public contact.

Licenses and Certifications:

• None.

The City of Chico is looking for individuals who are results-oriented, possess great attitudes, demonstrate creativity and innovation, work efficiently, show a record of success and have a PASSION for public service. Having the best employees provides the best service to the community.APPLICATIONS ARE ONLY ACCEPTED ONLINE, THROUGH THE NEOGOV/GOVERNMENTJOBS.COM SYSTEM.If this is the first time you are applying using the online job application, you will need to create an account and select a Username and Password. After your account has been established, you can build your application which can be saved and used to apply for other City of Chico employment opportunities.
Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted. It is the responsibility of the applicant to ensure applications are received by the City of Chico Human Resources Office.Degree, Licenses, Certifications and/or Equivalencies: Candidates must include copies of items listed as a minimum qualification; failure to provide required certificates by the close of the recruitment will result in candidate disqualification. If this position requires a typing certificate: typing certificates must have been issued within one year and the net speed must match the minimum requirement listed in the job description. For standardization, net speed will be calculated by subtracting the number of errors from the gross WPM. Internet generated typing certifications are not accepted. Equivalency for experience and/or education listed within a job description may be established pursuant to the City-wide Classification Plan and through coordination with Human Resources. Candidates seeking an equivalency must contact Human Resources, at (530) 879-7900, for instructions on submitting an equivalency request. Being minimally qualified for a position does not guarantee a candidate progression through the full recruitment process.Travel and Recruitment Related Expenses:The City of Chico does not reimburse applicants for any travel or expenses in connection with applying for employment, unless authorized by the City Manager.Pre-Employment Processing:Applicants may be required to pass fingerprinting and a medical examination as a condition of employment or promotion. Medical exams may include a fitness exam, psychological exam, and a drug and alcohol screening, depending on the position. E-verify is used to determine candidate eligibility to work in the United States.The City of Chico is an Equal Opportunity Employer and supports workforce diversity. Women, minorities, and persons with disabilities are encouraged to apply. The City of Chico will consider individuals with disabilities based on their qualifications to perform the essential functions of the position for which they are applying and will provide reasonable accommodation in the application and/or testing process. If you require accommodation in the application and/or testing process, please notify the Human Resources Office within seven (7) days of the need for accommodation, so appropriate alternative arrangements can be made.If you have any questions, or need additional assistance regarding City of Chico employment opportunities, please contact the Human Resources Department at (530) 879-7900 or jobs@chicoca.gov.