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.
 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; 

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.

 

• 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.

• 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.