What are the responsibilities and job description for the Administrative Assistant, Capital Improvement Projects position at City of Santa Clarita?
Under the direction of the Assistant City Engineer, this position will perform complex administrative and general office duties in support of the Capital Improvement Projects (CIP) division. Duties and Responsibilities:
- Provides complex administrative support to the division manager and staff
- Supervises lower-level support staff, including training, assigning work, and evaluating performance
- Proofreads, formats, and edits correspondence, evaluations, reports, and other documents, including City Council agenda reports
- Provides department support through research and presentation of information on assigned projects
- Coordinates meeting logistics for division manager and staff; prepares meeting agendas; assists with division meetings and special events, including coordinating and securing location sites, purchasing supplies, preparing event materials, and setting up for events
- Maintains the division calendar; tracks schedules for division staff
- Prepares and tracks purchase and change orders; monitors and orders supplies; reviews and processes invoices; prepares and routes contracts
- Assists with budget preparation and tracks division expenses
- Creates, coordinates, and responds to resident inquires
- Tracks, prepares, and schedules employee evaluations; tracks employee certifications and licenses
- Coordinates all travel & conference arrangements, including registration, transportation, lodging, and itinerary planning
- Answers phones for the division, responds to questions from City staff, residents, and contractors; effectively handles concerns and complaints
- Oversees the division’s records management functions
- Performs special projects and additional duties, as assigned
- High School diploma or GED equivalent
- Three years of directly related and progressive office administrative clerical or related experience
- Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
- Strong leadership skills, including the ability to supervise, mentor, and train employees; establish employee goals and priorities; evaluate and provide constructive feedback on employee performance
- Thorough knowledge and understanding of English grammar and composition and the ability to proofread and edit documents for accuracy and relevant information
- Exceptional attention to detail and the ability to produce work that is accurate and complete
- Strong customer service skills and the ability to work tactfully with both internal and external customers
- Strong interpersonal skills and the ability to build and maintain collaborative working relationships
- Strong verbal communication skills and the ability to respond to customer questions about the division’s policies and procedures
- Strong written communication skills and the ability to prepare general correspondence, emails, forms, and reports
- Strong problem-solving skills and the ability to take initiative to resolve problems and issues as they arise
- Strong team player and the ability to work as a cohesive team and assist in cultivating a team environment within the division
- Strong organizational skills and the ability to be flexible to the demands of a fast-paced environment including the ability to handle multiple interruptions, changing priorities, and time-sensitive deadlines
- Strong work ethic and the ability to appropriately handle sensitive information using professional judgment and confidentiality
- Strong file management skills and the ability to develop and maintain accurate records and filing systems
- Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, and Excel
- Strong attention to detail and the ability to produce work that is both accurate and complete
- Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance. All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted. As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency. Before entering upon the duties of employment, all public employees take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need. Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager. For more information and to apply online please visit www.santaclarita.gov. The City of Santa Clarita is an Equal Opportunity Employer