Administrative Assistant

The Community Services Department is recruiting for one (1) Administrative Assistant position.

This position is in the Community Services Department and works under the immediate supervision of the Community Services Director or assigned designee. This position is in the Unrepresented Employee Group,  and subject to the terms and conditions of employment as specified in the current Unrepresented Salary and Benefits Resolution and the City's Personnel Policies & Procedures Manual. Please review the job description below for employment requirements.

Applications will only be accepted online to ensure that the application is complete at the time of submission. It is important that your application show all the relevant education and experience that you possess.  A resume may be attached, but is not a substitute for completing the application.  Failure to submit a completed application with attachments (if required) will disqualify you from consideration for the position. Please make sure to update your profile for governmentjobs.com if you’ve ever applied for a position through this platform.

Applicants are required to apply online at: https://www.governmentjobs.com/careers/reedley

The successful candidate will be required to undergo additional background clearance checks before the hiring process is complete.

For more information about applying for this position, you may contact Human Resources at (559) 637-4200 ext. 394.

• Perform a wide variety of responsible and complex secretarial and administrative duties to ensure the smooth and efficient operation of the department to which assigned; disseminate information to appropriate personnel; direct work flow and ensure compliance with departmental guidelines, policies, and procedures. 
• Plan, organize, and carry out administrative assignments; research, compile, and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.
• Participate and assist in the administration of the assigned office; organize and manage all office activities associated with the office; participate in problem solving on various issues to enhance efficiency and operations of the department; recommend organizational or procedural changes affecting support activities.
• Direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy. 
• Screen office visitors and telephone callers; respond to requests for information and provide technical assistance to citizens regarding department policies, regulations, procedures, services, and operations; screen, sort, and distribute mail; respond to routine correspondence. 
• Type and proofread a wide variety of reports, letters, forms, memoranda, correspondence, and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation; distribute copies of materials. 
• Verify and review forms and reports for accuracy, completeness, and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files.
• Maintain department filing systems and records; develop and implement filing systems; modify systems as appropriate. 
• Assist in a variety of department operations; perform special projects and assignments as requested. 
• Maintain calendars of department activities, meetings, and various events; schedule City staff meetings or meetings between City staff and other groups or organizations; arrange for necessary materials to be available at meetings; coordinate travel arrangements for department staff as necessary. 
• Serve as secretary to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, or other formal documents; coordinate transfer of materials to City Clerk for review by the City Council. 
• Communicate with staff in other departments to exchange information and to coordinate activities and shared programs. 
• Operate a variety of modern office equipment including copiers, computers, fax machines, and printers to enter and retrieve data and produce various documents and reports. 
• Participate in the development, administration, and monitoring of the department's budget. 
• Receive payments or fees; issue receipts; issue permits; maintain records of transactions.

• Perform related duties and responsibilities as assigned. 

• Operations, policies, and procedures of the department to which assigned. 
• Office management principles. 
• Principles and practices of fiscal, statistical, and administrative data collection and report preparation. 
• Modern office procedures, methods, and equipment including computer equipment. 
• Word processing methods and techniques. 
• Applicable software applications. 
• Practices and techniques of minute taking and preparation. 
• Principles of business letter writing. 
• Basic report preparation techniques. 
• Principles and procedures of record keeping. 
• Techniques used in public relations. 
• English usage, spelling, vocabulary, grammar, and punctuation.

• Take and transcribe minutes at a speed necessary for successful job performance. 
• Type at a speed necessary for successful job performance. 
• Operate modern office equipment including computer equipment. 

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. 
• Interpret and apply the laws, codes, and regulations pertaining to assigned programs and functions. 
• Perform responsible and difficult secretarial and administrative work involving the use of independent judgment and personal initiative. 
• Analyze situations carefully and adopt effective courses of action. 
• Independently prepare correspondence and memoranda. 
• Maintain confidential records and reports. 
• Schedule and coordinate projects; set priorities; adapt to changing priorities. 
• Work independently in the absence of supervision. 
• Work cooperatively with other departments, City officials, and outside agencies. 
• Respond to requests and inquiries from the general public and City personnel. 
• Compile and maintain complex and extensive records and prepare routine reports. 
• Exercise good judgement, flexibility, creativity, and sensitivity in response to changing situation and needs. 
• Adapt to changing technologies and learn functionality of new equipment and systems. 
• Communicate clearly and concisely, both orally and in writing. 
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

• Three years of responsible secretarial experience involving assisting management or administrative staff with typing, filing, calendar coordination, public relations, and project coordination tasks. 

• Equivalent to the completion of the twelfth grade supplemented by specialized training in business or secretarial science.

• Possession of a valid California Class C driver's license.

Salary : $50,431 - $61,300