The Position

• On Thursday, 06/20/24 this recruitment will close, or when 125 applications have been received, whichever occurs first.

• Application - online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the Apply button to begin the online application process.
• Response to supplemental questions - will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here must also be included in your employment history on the main application to receive credit.

• Applications will be competitively screened based on the minimum qualifications for this position and qualified applicants will be invited to participate in an online assessment.
• Week of 06/24/24: Applications will be reviewed. Qualified candidates will be invited to participate in an on-line assessment by the end of this week. Candidates must take the assessment to be considered for the current vacancy and any future vacancies during the lifetime of the list.
• Week of 07/08 and/or 07/15/24: Applicants will be informed of their status in the recruitment and interviews scheduled for top candidates.

Typical Duties

• Performs a wide variety of clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, creating project and department files, updating department websites, and preparing and processing purchase order and accounts payable.
• Composes, types, formats, proofreads, and processes a variety of documents, including letters, memos, agendas, reports, statistical charts, and forms from rough drafts, recordings or verbal instructions; checks drafts for punctuation, spelling, and grammar and suggests corrections.
• Performs reception and customer service duties; answers telephone, emails and in-person inquiries; provides information on departmental policies and procedures; resolves problems related to assigned responsibilities; refers callers to appropriate staff as necessary.
• Maintains and updates departmental record systems and specialized databases; enters and updates information with departmental activity, purchase order requests, budget and account information, and report summaries; retrieves information from systems and specialized databases as required.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and divisional policies and procedures in determining completeness of applications, records, and files.
• Compiles information and data for basic administrative and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Issues, receives and processes various applications, orders, permits, contracts, and other forms.
• Accepts payment of fees and process payments by phone, mail and in-person processes claims and invoices; creates purchase orders; and processes petty cash reimbursements; may prepare bank deposits, prepare billing invoice requests, and maintain accounting spreadsheets.
• Reviews invoices and credit card statements for completeness, accuracy and compliance with established regulations and procedures;
• Receives, sorts, and distributes incoming and interdepartmental mail and correspondence; prepares and distributes outgoing mail.
• Operates standard office equipment, including job-related computer hardware and software applications, fax machine, scanner, printers, copiers, calculators, and telephones; may operate other department-specific equipment; may place equipment maintenance calls.
• Provide staff support to assigned committees, commissions, and boards; prepares and distributes agenda packets; maintains distribution and contact lists; sets up meeting site; takes notes at meetings; prepares action agendas and final minutes, as assigned.
• Schedules department facilities; arranges for necessary set-up, materials, and equipment to be available at meetings, as necessary.
• Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; prepares requests for payment for management approval.
• Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested.
• Maintains and prepares departmental records, including Personnel Action Forms (PAFs), training documents, and evaluation forms.
• Assists with facility security tasks, including issuing and tracking identification cards, gate cards, key cards, and/or keys and maintaining sign in records.
• May coordinate projects and programs with other City divisions or departments as related to area of responsibility
• Performs other general clerical duties related to assigned functional area or department.
• Performs other related duties that may be reasonably expected as part of this classification.

Minimum Qualifications

• High school diploma or tested equivalent; and
• One (1) year of general clerical experience including some basic computer use.

• High school diploma or tested equivalent; and
• Two (2) years of general clerical experience, including (1) year of experience comparable to that of the City's Administrative Assistant I.

• Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
• Principles and practices of data collection and report preparation.
• Proper grammar, spelling, punctuation, and business correspondence formatting.
• Filing and record-keeping systems.
• Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.

• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Learn the organization, procedures and operating details of the City department to which assigned.
• Learn and apply administrative and departmental policies and procedures.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Make routine mathematical computations accurately.
• Perform responsible administrative and clerical support work with accuracy, speed, and minimal supervision.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Organize own work, set priorities, and meet critical time deadlines; work on multiple projects at any given time.
• Use computers for word processing, information storage and retrieval.
• Operate modern office equipment including computer equipment and specialized software application programs.
• Communicate information clearly and concisely in writing and verbally.
• Establish and maintain effective working relations with City staff, outside agencies and the general public.
• For positions assigned to the Police Department, successfully pass a law enforcement background investigation.

• Perform responsible office and clerical support work with accuracy, speed, and general supervision.
• Apply administrative and departmental policies and procedures.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

• The ability to speak, read and write Spanish.
• Previous experience working in public libraries.

Career Ladder

• Office Supervisor
• Administrative Assistant III
• Administrative Assistant I/II