Senior Administrative Assistant (C)

The Position

The City of Riverside is accepting applications for the position of Senior Administrative Assistant (C) to fill one (1) vacancy in the Administration Division of the Innovation & Technology Department. The eligibility list established may be used to fill the current and/or upcoming vacancies within this classification for up to six (6) months.

The Award-Winning City of Riverside Innovation and Technology Department is a centralized, full-service technology department that provides services to the entire City and is comprised of network support, server and datacenter operations, applications support, help desk and desktop support, cybersecurity and a newly created Innovation Division. These services support the mission and vision of the Department and the City of Riverside. To learn more about our cutting-edge IT Department click HERE .

The ideal candidate will have excellent customer service, organizational, time management, and multitasking skills. Additionally, the candidate will display strong communication skills, both written and verbal, as well as the ability to work independently and as part of a team - all while maintaining confidentiality.

The Senior Administrative Assistant (C) will perform a variety of highly responsible and complex secretarial and administrative support duties to a Division Head, Department Head, City Manager, elected official or designee handling administrative details and coordination of day-to-day office operations; to supervise clerical staff; and to do related work as required.

Work Performed

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

• Act as receptionist, screen calls and visitors, and refer inquiries as appropriate.
• Respond independently to letters and general correspondence of a routine nature.
• Review, log, prioritize, and route correspondence.
• Maintain appointment schedules, daily calendars, and make travel arrangements.
• Recommend organizational or procedural changes affecting administrative support activities.
• Take and transcribe dictation from rough draft, shorthand notes, or recordings.
• Perform a wide variety of complex, responsible, and confidential duties for designated City executives.
• Compile reports and agendas insuring materials are submitted on time by various departments and divisions; contact participants and coordinate meetings; complete and distribute follow-up reports.
• Interpret and apply divisional policies and procedures in responses to inquiries and make appropriate referrals.
• Participate in the preparation and administration of office budget.
• Maintain a variety of files and records of information.
• Assist in agenda preparation, gather information, and contact meeting participants.
• Maintain manuals and update resource materials.
• Gather, organize, and prepare information for routine reports.
• Perform a wide variety of responsible and confidential duties for designated individuals at the Division Head level.
• May serve as secretary and/or administrative staff to a board or commission preparing the agenda and taking minutes of meetings.
• Assist in the assigning, supervision, and participation in the work of the administrative support section of an assigned department or division.
• Coordinate civic and social engagements as well as special events.
• Compile and maintain complex and extensive records for a department.
• Review work upon completion for conformance to divisional requirements.

Qualifications

Education and Experience:

Education: Equivalent to the completion of the twelfth grade supplemented by specialized administrative support/business related courses.

Experience: Four years of experience performing complex and highly responsible office and administrative duties of which at least one year involved secretarial support work for one or more managers. Municipal/public sector government experience is highly desirable.

Necessary Special Requirement(s)

• Possession of, or ability to obtain, an appropriate, valid, Class "C" California Motor Vehicle Operator's license.
• All levels require a minimum keyboarding ability of 50 words per minute, or demonstrated proficiency at an advanced level in Word.

Highly Desirable Qualifications

• Experience in reception and telephone technique
• Experience in purchasing practices
• Experience in maintaining appointments, daily calendars, and making travel arrangements for multiple executive positions with highly demanding schedules
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Selection Process

Documents Required At The Time Of Application

• Completed Supplemental Questionnaire
• Completed Employment Application

PLEASE NOTE: FOR DIRECTIONS ON ATTACHING A DOCUMENT TO AN ON-LINE APPLICATION, OR GENERAL INFORMATION ON COMPLETING YOUR ON-LINE APPLICATION, CLICK HERE: ( Application Guide).

Important Information On Scheduling Assessments

If you are selected to move forward in the assessment process, you may be required to self-schedule your appointment. You will be notified via email of your status and provided with self-scheduling instructions. Please check your email regularly following the closing date of this recruitment.

The selection process will begin with an employment application package screening, with the best qualified candidates being invited to participate further in the assessment process. This process may include any combination of written, performance, and oral assessments to evaluate job-related education, experience, knowledge, skills, and abilities. Those who successfully complete the selection process will be placed on the eligibility list for this classification.

It is the responsibility of candidates with a disability requiring accommodation in the assessment process to contact the Human Resources Department in writing to request such accommodation prior to the closing date of this recruitment.

Appointment may be subject to the successful completion of a pre-employment background investigation, drug screen, and/or medical/physical examination.

NOTE : The City reserves the right to modify selection devices and test instruments in accordance with accepted legal, ethical, and professional standards. Candidates may reapply when there is a posting to establish an eligibility list.

Educational Requirements

Proof of education listed in your application will be requested at the time of conditional offer. Acceptable documentation consists of transcripts or degree, if applicable, by the accredited U.S. college or university.

Education obtained outside the United States (US) require one of the following options:

• An advanced-level degree from an accredited US college or university.
• An equivalency statement from an evaluation company certified by the National Association of Credential Evaluation Services (NACES) at http://www.naces.org/members.html or the Association of International Credential Evaluators Inc. (AICE) at http://aice-eval.org/members/ .

All applicants will be notified via e-mail or telephone of their application status and the assessment dates/times/locations after the closing date of this announcement.

THE PROVISIONS OF THIS JOB ANNOUNCEMENT DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT.