What are the responsibilities and job description for the Administrative Assistant - Information Services position at City of Santa Clarita?
This position will be responsible for providing a wide range of clerical and technology-related support, including project and industry research, budget management, and contract coordination for the Information Services division. Duties and Responsibilities:
- Assists with technology research for projects, including software licensing; legal and regulatory technology impacts; vendor technology demonstrations; and new technology trends, including Artificial Intelligence, Smart City initiatives, and municipal broadband
- Assists with monitoring technology-related state and federal grants, determining eligibility, preparing application materials, and managing the submission process
- Oversees administration of the City’s Online Cybersecurity Awareness Training Program
- Provides clerical support for the Information Services Manager and division staff, including answering incoming phone calls, receiving, sorting, and processing mail, ordering department supplies, maintaining calendars, and scheduling and setting-up for internal and/or external meetings
- Composes, proofreads, and formats a variety of documents, memos, reports, and general correspondences
- Assists with planning and coordinating events such as annual cybersecurity month awareness which includes coordinating and securing location sites, purchasing supplies, preparing event materials, and arranging event setup
- Coordinates travel and training for division staff
- Tracks information for telecommunications, inclusive of wireline and wireless billing and accounting systems; tracks and updates asset inventory; and produces monthly reports
- Coordinates with internal and external resources for development and delivery of Citywide staff software and technology-related trainings, including Microsoft Office suite, agenda management system, electronic document management system, VoIP phone system, and enterprise resource planning (ERP) system
- Creates requisitions and purchase orders; tracks payments; processes and codes invoices; and prepares credit card statements
- Prepares, routes, renews, and tracks contracts, insurance, and requests for proposals
- Assists the division with annual budget preparation, including reviewing, tracking, and compiling information for the division budget and coordination of quarterly budget reviews Coordinates staff and resources to test, troubleshoot, address, and document mission critical applications/systems for emergencies or disasters
- High school diploma or GED equivalent
- One year of clerical support experience in a fast-paced environment
- Associate’s degree in Computer Science, Political Science, or related field is highly desirable
- Experience working in the technology sector or performing technology-related research in a fast-paced environment is highly desirable
- Knowledge of key technology concepts and principles is highly desirable
- Familiarity with using online databases, search engines, and websites to conduct research
- Possession of, or ability to obtain, a valid Class C California driver license
- Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
- Possesses analytical abilities, including independently conducting research and summarizing findings into actionable summaries.
- Self-motivated and the ability to work both independently and as part of a cohesive team
- Ability to quickly learn new software applications
- Strong attention to detail and the ability to produce work that is both accurate and complete
- Strong computer skills and proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and social media, including the ability to create PowerPoint presentations
- Strong written communication skills and knowledge of business English, spelling, grammar, and punctuation rules and the ability to correctly proofread and edit correspondence for accuracy and relevance
- Strong interpersonal skills and the ability to establish and maintain effective working relationships, both internally and externally
- Strong customer service abilities, including effectively resolving concerns and handling challenging situations Strong organizational skills and the ability to effectively prioritize daily workload, coordinate multiple projects simultaneously, be flexible to changing priorities, and meet time-sensitive deadlines
- Ability to maintain confidentiality and exercise sound judgment and discretion
- Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds is required 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 that may be conducted in person and/or via video conferencing. 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. Criminal offender information will be reviewed on an ongoing basis. 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 (in accordance with Government Code
- 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, 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.