Position Summary

Under general supervision, this classification performs varied secretarial, office administrative assistance, and department support functions; acts as a point of contact for the department to resolve issues and concerns; assists with the creation and maintenance of reports, records, documents, and files; interacts with and assists City management and staff on a variety of procedural matters; provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; performs technical support work.

Examples of Essential and General Responsibilities

Essential and other important responsibilities and duties may include, but are not limited to, the following:

* Provides customer service for assigned department, division, or program by providing information and interpreting and explaining requirements, policies, procedures in accordance to established guidelines or by referring to other programs, departments, agencies, and community groups, as appropriate.

* Performs a wide variety of clerical and administrative support for assigned department, including receiving, processing, and issuing various forms, permits, licenses, applications, and legal, official, and confidential documents.

* Respond to and resolve complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.

* Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.

* Greets visitors; receives and screens telephone calls, providing factual information which may require the interpretation of policies and procedures; takes messages or routes call to appropriate personnel.

* Prepares and processes invoices and claim vouchers; prepares and process purchase orders, requisitions, and budget adjustments, assists with formal bid documents and grant applications; assists with requests for proposals (RFP's); reviews receiving documents and invoices for payment.

* Keep routine records of financial and budget transactions; maintain routine bookkeeping, financial, and cost records; process credit card for payment within specified deadlines.

* Performs various accounting and financial support work such as determining and calculating fees, record payments, and issue receipts; receive payment for various fees or services; processing, reconciling, and verifying cash and monies received.

* Maintain, prepare, proofread and route contracts and agreements; verify completeness, accuracy, and availability of funds; maintain department filing systems and records; maintain electronic systems; input and retrieve data; run routine reports.

* Receive timecards and other personnel information; review information for accuracy and completeness; process payroll; maintain confidentiality.

* Organizes and maintains various office files; purges files as required; assists with the development and administration of the department budget, including data entry and reporting; follows up on projects.

* Maintains payroll and personnel records; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures.

* Schedule, attend and coordinate a variety of meetings, appointments, and travel arrangements; participates in special events; take and transcribe minutes of meetings; organizes own work, sets priorities and meets critical deadlines.

* Assists in providing staff support to and serve as recording secretary for assigned boards, committees, and commissions including preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items.

* Type, format, proofread, print, and file documents, correspondence, letters, memos, reports, forms, schedules, flyers, event materials, and statistical reports logs, spreadsheets, presentations, agendas, reports, and other materials from notes, drafts, and oral instruction.

* Assist with or oversee development of program flyers, advertising, and other communication materials and methods.

* Maintain calendar activities for the assigned department staff, coordinate activities with other City departments and outside agencies.

* Performs a variety of administrative office support duties such as maintaining websites; copy, sort, and distribute documents; send and receive faxes and email; route documents for required signatures; provide assistance on software, organizational processes, and administrative policies as needed; sorting and distributing mail; and ordering and maintaining office and other related supplies.

* Maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.

* Receives, processes, and assists in responding to public records requests and other requests for information; researches and organizes information; ensures compliance with legal and regulatory requirements.

Marginal Functions:

* Perform related duties and responsibilities as required.

Minimum and Preferred Requirements

Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of at least 12 months.) Qualifications noted as "desirable" or "preferred" are not included as part of the minimum requirements.

Experience

* Three (3) years of increasingly responsible secretarial experience is required.

* Recent (within the last 2 years) direct hands-on secretarial experience in a public sector or similar environment (Public sector agency includes State, County, School, or City Government, Law Enforcement, or other Public Sector Agency) is preferred.

Training

* High School Diploma or equivalent education required.

* Proficiency in Microsoft Office (Microsoft Word, Excel, Access, Outlook, and/or PowerPoint) is preferred.

License or Certificates:

* Possession of, or ability to obtain, a valid California Driver License with a satisfactory driving record (a driving record may be deemed unsatisfactory for any of the following reasons: three or more moving violations or reportable accident within the last three years; conviction of driving under the influence within the last five years) is required.

* Possession of, or ability to obtain, an Airport Security Identification Display Area (SIDA) Badge, which is approved through the Federal Transportation Security Administration (TSA) may be required.

Special Requirements:

* Incumbent will be enrolled in the California Department of Motor Vehicle (DMV) Pull Notice Program. The DMV Pull Notice Program provides information on the incumbents driving record and driving record status on a periodic basis to the City.

* Must successfully complete a pre-employment background investigation, physical, fingerprints, and drug screen.

Working Conditions

The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or 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 15 pounds with the use of proper equipment. Essential and marginal functions require maintaining physical condition necessary for sitting for prolonged periods; an office environment with moderate noise levels, and controlled temperature conditions. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Application and Exam Information

A completed application, resume, and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully, and only those who appear to have the best qualifications will be invited to continue in the selection process. Minimum requirements must be clearly demonstrated on the application to be considered as this information will be used to determine minimum qualifications.

Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. Resumes and other documents may be submitted, however they will not be used to determine minimum qualifications, please do not use phrases such as "see attached" or "see resume" as they will not be considered.

Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise.

The selection process for this position may include one or more of the following: application review, qualification review, virtual written exam, practical exam, oral panel exam, and department interview. Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates.

Applicants successful in passing minimum qualifications may be invited, via email, to complete a virtual written examination through ProctorU. Visit the ProctorU website HERE to view testing information.

Please remember to submit all your application materials by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification.

For more information on completing your application materials click here.

If you are ready to join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at:

The City of Palm Springs

3111 East Tahquitz Canyon Way

Palm Springs, CA 92262

www.palmspringsca.gov

760-323-8215

Applications must be received by 4:00 pm on June 20, 2024 in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.

The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, citizenship, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition or pregnancy, genetic information, religious or political affiliation, or veteran status.

Disaster Service Worker: In accordance with Government Code Section 3100, City of Palm Springs Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.