Administrative Assistant Jobs

Important Information:

The two open vacancies are for the General Services Department. Please see the section "example of duties" to review the General Services Department position requirements.

Tentative first interview date - Friday, September 15, 2023

Tentative second interview date - Thursday, September 21, 2023

Examples of Duties

Duties may include, but are not limited to, the following:

• Provides administrative support to a department head in daily operations management.
• Maintains accurate and detailed records, verifies the accuracy of information, researches discrepancies, and records information.
• Organizes, coordinates, and attends various meetings and training as required or appropriate.
• Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; researches records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries.
• 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.
• Makes travel arrangements, maintains appointment schedules and calendars, and arranges meetings and conferences.
• Performs other clerical/administrative support work as required, which may include but is not limited to copying documents, filing/retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars, updating departmental website; maintain inventory of supplies and materials, etc.
• Performs various accounting/bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable/receivable, preparing financial reports and statements, maintaining and balancing accounts, preparing bank deposits, etc.
• Completes special projects as assigned.
• Prepares, copies, collates, and distributes a variety of documents, including meeting agendas and/or minutes, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• Prepares and distributes outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to ensure accuracy.
• Receives and responds to inquiries, in oral or written form, from the public or other agencies concerning department/division operations.
• Communicates with officials and staff of other departments and agencies to obtain and relay information and coordinate activities.
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, files, and report summaries; retrieves information from systems as required.
• Interprets and explains City and department policies, rules, and regulations in response to inquiries; refers to inquiries as appropriate; responds to most complicated or sensitive inquiries or complaints; assists in developing department policies and procedures in order to meet department objectives.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff.

When assigned to General Services Department

• Calculate permit and mitigation fees and provide fee estimates as requested.
• Review permit applications, plans, and specifications for accuracy, completeness, and compliance with legal requirements, applicable codes, and standards.
• Provide training and education for residential, commercial, and multi-family waste management stakeholders to support compliance with local or state laws and regulations.
• Provide a variety of technical administrative support related to general services program areas, including capital improvement program (CIP), maintenance/public works, drainage, stormwater, solid waste, grants, transit, community services, facilities, and fleet.
• Prepare invoice and account reconciliation information; review billing submittals and recommend corrective actions where appropriate.
• Provide administrative support to project managers, and project engineers, including preparation of written materials, grant applications, reports, and submittal packages.
• Produce maps, tables, and graphs for internal and external use; determines and execute the appropriate sequence of data processing tasks; use established GIS and permitting systems to query data and produce documents.
• Assist in the review of plans, descriptions, plats, maps, and a variety of survey information to ensure accuracy and conformance with City standards; make recommendations for taking corrective action.
• Conduct site visits to inspect and/or verify program-related conditions; document issues and prepare related reports, including notices of violation and related correspondence.
• Provide customer service support to Department; utilize various service request and work order systems to initiate, monitor, update, and close service requests and work orders; create, run, and format reports.
• Prepare reports, memos, and letters pertaining to development/encroachment review and permitting; calculate, record, track, audit, and balance permit-related monetary charges and transactions.
• Coordinate with inspection staff to schedule and resolve permit concerns.
• Provide general department-wide customer service support through basic and custom software programs, interacting with the public through a variety of communication channels.
• Support departmental procurement activities, including Requests for Proposals/Bids/Qualifications and related local, state, and federal procedural compliance and record keeping.
• Provide information and direction to the public at the county, via phone, email, online, and written correspondence related to the City’s development and permit process, including engineering, codes, standards, ordinances, and guidelines.
• Review and issue approved encroachment permits.
• Perform related duties as assigned.
• Access computerized permit management system; enter, review, and update data.

Typical Qualifications

Knowledge of:

• Applicable federal, state, and local laws, regulatory codes, ordinances, procedures, and terminology relevant to the assigned area of responsibility.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Recordkeeping, report preparation, and filing systems and methods.
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department/division.
• Computers and software programs to conduct, compile, and/or generate documentation.
• City and department programs, goals, policies, and procedures of the assigned department/division.
• Business administrative policies and procedures.
• Principles and practices of data collection and report generation.

Ability to:

• Plan, organize, and coordinate the work of assigned staff.
• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Maintain confidentiality of information received.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Understand the scope of authority in making independent decisions.
• Effectively represent the department/division and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Gather and compile department/division-specific information from a variety of sources.
• Understand, interpret, and apply pertinent laws, codes, regulations, policies, procedures, and standards relevant to the work performed.
• Perform difficult and complex administrative statistical and functional work involving the use of considerable independent judgment.
• Review situations accurately and determine an appropriate course of action using judgment according to established policies and procedures.

Experience and Training

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:

Three years of increasingly responsible experience in administrative and office support operations required. One year of office management experience and/or providing support to a management-level position is highly desirable.

Training:

Equivalent to the completion of the twelfth grade. College coursework in business, communication, accounting, or a related field is desirable. An associate degree is desirable.

License or Certificate:

May need to possess a valid California driver’s license and proof of automobile liability insurance as required by the position.