Government Jobs
Administrative Assistant II - City Clerk
Government Jobs, Beaumont, California, United States, 92223
Job Title: Administrative Assistant I
Assigned to the City Clerk's Office, under the general supervision of the department director, this position performs a variety of routine to highly responsible clerical and administrative tasks. The incumbent will be assigned to a distinct department within the City to assist with a wide variety of departmental administrative functions. Distinguishing characteristics of this position include: Administrative Assistant I is the entry-level class in the administrative support series. Positions at this level are not expected to function with the same amount of clerical knowledge or skill level as positions allocated to the Administrative Assistant II level, and exercise less independent discretion and judgement in matters related to work procedures and methods. Incumbents at this level perform secretarial and office administrative services for a designated department head, which may include the City Manager's office, City Clerk's office, Administrative Services, Community Services, Community Development, and Public Works. Representative Duties
The duties include: Performing a wide variety of administrative duties in support of a department director or staff. Making travel arrangements, maintaining appointment schedules and calendars, and arranging meetings and conferences for the department head and department staff. Assisting assigned department staff with data entry, research data, compiling information to be used in special projects, and preparing statistical and narrative reports. Preparing and assembling reports, meeting agendas, publications, newsletters, and other materials and distributing as appropriate. Assisting with the compilation and preparation of agenda items and agenda packets; attending meetings, as assigned, and transcribing minutes if assigned to the Office of the City Clerk. Opening and sorting mail for the assigned department. Receiving and screening visitors and telephone calls, providing factual information which may require the interpretation of policies and procedures; taking messages and routing technical questions to appropriate staff. Developing, maintaining, and archiving a variety of files and records, procedures, and resource materials for information related to a department; maintaining manuals and updating resource materials. Depending on the assigned department, may assist with the preparation and distribution of public notices. Digitizing, indexing, and archiving documents for easy retrieval. If assigned, responding to public records requests in compliance with local laws and policies. Tracking the department's office supply inventory and ordering materials as needed. Planning, directing, designing, creating, and editing a variety of documents, including detailed and often confidential correspondence, letters, forms, logs, spreadsheets, presentations, agendas, reports, memoranda, procedure manuals, draft regulations, memos, schedules, and event materials. Organizing and maintaining accurate and detailed databases, files, and records using Laserfiche, verifying accuracy of the information and researching discrepancies; ensuring compliance with established records retention schedules; navigating software, such as Tyler Technologies and Energov, relevant to the assigned department. Building and maintaining positive working relationships with co-workers, other city employees, other agencies, and the public using principles of good customer service. Performing related clerical duties, as assigned. Qualifications
Knowledge of advanced English usage, spelling, grammar, and punctuation; local government laws and regulations affecting city governance; business correspondence writing and report preparation; pertinent federal, state, and local laws, codes, and regulations; functions and organization of municipal government; modern office equipment, including applicable computer applications; principles and procedures of record keeping and reporting; and exceptional customer service. Ability to build strong relationships with staff, elected officials, and the public to foster collaboration and trust; perform responsible and difficult administrative support involving the use of independent judgment and personal initiative; interpret and apply administrative and City policies, procedures, laws, and regulations; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; analyze situations carefully and adopt an effective course of action; compile, prepare, and maintain routine reports; maintain confidential data and information for executive staff; and serve as an integral team player, which involves flexibility, cooperation, and communication. Communicate clearly and concisely, both orally and in writing. Experience, Education and Licenses
Education and Experience Guidelines: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training: Minimum eighteen (18) years of age. Must possess a high school diploma from an accredited high school or GED equivalent. Equivalent to an Associate's degree is highly desired from an accredited college with major coursework in business administration, public administration, political science, finance, or a related field. Experience: Administrative Assistant I: One (1) year of responsible secretarial or office administrative experience. One year of administrative assistant experience in a municipal government agency is desirable. Administrative Assistant II: Two (2) years of responsible clerical and administrative support experience. License or Certificate: Must possess a valid California Class C Driver's License and maintain possession of such license during the course of employment. Possession of Certificate(s) relevant to the area of assignment is highly desirable. Must have an acceptable driving record, be insurable at standard rates by City's insurance carrier, and maintain such insurability during the course of employment. For assignments within the City Clerk's Office, possession of a Municipal City Clerk Certificate is highly desirable. For assignments in Community Development
Planning, building/permit certificates are highly desirable. Or candidates currently enrolled in coursework leading to certification will also be considered favorably. Physical, Mental, and Environmental Requirements: Must be found to be free from any physical, emotional or mental conditions, as determined by a qualified physician and/or psychologist, which with or without accommodation might affect the ability of the employee to perform essential job functions. The position may require prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. Additionally, the position requires grasping, repetitive hand movement, and fine coordination in retrieving and entering data using a computer keyboard. Near and far vision is required in order to read work related documents and use the computer. Acute hearing is required when providing phone and personal service. The position requires lifting, carrying, pushing, and/or pulling objects weighing up to 25 pounds. Incumbent must be willing to work shift work, including nights, weekends, and holidays. This classification is not intended to be all-inclusive. An employee may be required to perform other reasonable duties as assigned by management. The City reserves the right, with the concurrence of the department head, to revise or change classification duties and responsibilities as the need arises and as consistent with the meet and confer process.
Assigned to the City Clerk's Office, under the general supervision of the department director, this position performs a variety of routine to highly responsible clerical and administrative tasks. The incumbent will be assigned to a distinct department within the City to assist with a wide variety of departmental administrative functions. Distinguishing characteristics of this position include: Administrative Assistant I is the entry-level class in the administrative support series. Positions at this level are not expected to function with the same amount of clerical knowledge or skill level as positions allocated to the Administrative Assistant II level, and exercise less independent discretion and judgement in matters related to work procedures and methods. Incumbents at this level perform secretarial and office administrative services for a designated department head, which may include the City Manager's office, City Clerk's office, Administrative Services, Community Services, Community Development, and Public Works. Representative Duties
The duties include: Performing a wide variety of administrative duties in support of a department director or staff. Making travel arrangements, maintaining appointment schedules and calendars, and arranging meetings and conferences for the department head and department staff. Assisting assigned department staff with data entry, research data, compiling information to be used in special projects, and preparing statistical and narrative reports. Preparing and assembling reports, meeting agendas, publications, newsletters, and other materials and distributing as appropriate. Assisting with the compilation and preparation of agenda items and agenda packets; attending meetings, as assigned, and transcribing minutes if assigned to the Office of the City Clerk. Opening and sorting mail for the assigned department. Receiving and screening visitors and telephone calls, providing factual information which may require the interpretation of policies and procedures; taking messages and routing technical questions to appropriate staff. Developing, maintaining, and archiving a variety of files and records, procedures, and resource materials for information related to a department; maintaining manuals and updating resource materials. Depending on the assigned department, may assist with the preparation and distribution of public notices. Digitizing, indexing, and archiving documents for easy retrieval. If assigned, responding to public records requests in compliance with local laws and policies. Tracking the department's office supply inventory and ordering materials as needed. Planning, directing, designing, creating, and editing a variety of documents, including detailed and often confidential correspondence, letters, forms, logs, spreadsheets, presentations, agendas, reports, memoranda, procedure manuals, draft regulations, memos, schedules, and event materials. Organizing and maintaining accurate and detailed databases, files, and records using Laserfiche, verifying accuracy of the information and researching discrepancies; ensuring compliance with established records retention schedules; navigating software, such as Tyler Technologies and Energov, relevant to the assigned department. Building and maintaining positive working relationships with co-workers, other city employees, other agencies, and the public using principles of good customer service. Performing related clerical duties, as assigned. Qualifications
Knowledge of advanced English usage, spelling, grammar, and punctuation; local government laws and regulations affecting city governance; business correspondence writing and report preparation; pertinent federal, state, and local laws, codes, and regulations; functions and organization of municipal government; modern office equipment, including applicable computer applications; principles and procedures of record keeping and reporting; and exceptional customer service. Ability to build strong relationships with staff, elected officials, and the public to foster collaboration and trust; perform responsible and difficult administrative support involving the use of independent judgment and personal initiative; interpret and apply administrative and City policies, procedures, laws, and regulations; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; analyze situations carefully and adopt an effective course of action; compile, prepare, and maintain routine reports; maintain confidential data and information for executive staff; and serve as an integral team player, which involves flexibility, cooperation, and communication. Communicate clearly and concisely, both orally and in writing. Experience, Education and Licenses
Education and Experience Guidelines: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training: Minimum eighteen (18) years of age. Must possess a high school diploma from an accredited high school or GED equivalent. Equivalent to an Associate's degree is highly desired from an accredited college with major coursework in business administration, public administration, political science, finance, or a related field. Experience: Administrative Assistant I: One (1) year of responsible secretarial or office administrative experience. One year of administrative assistant experience in a municipal government agency is desirable. Administrative Assistant II: Two (2) years of responsible clerical and administrative support experience. License or Certificate: Must possess a valid California Class C Driver's License and maintain possession of such license during the course of employment. Possession of Certificate(s) relevant to the area of assignment is highly desirable. Must have an acceptable driving record, be insurable at standard rates by City's insurance carrier, and maintain such insurability during the course of employment. For assignments within the City Clerk's Office, possession of a Municipal City Clerk Certificate is highly desirable. For assignments in Community Development
Planning, building/permit certificates are highly desirable. Or candidates currently enrolled in coursework leading to certification will also be considered favorably. Physical, Mental, and Environmental Requirements: Must be found to be free from any physical, emotional or mental conditions, as determined by a qualified physician and/or psychologist, which with or without accommodation might affect the ability of the employee to perform essential job functions. The position may require prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. Additionally, the position requires grasping, repetitive hand movement, and fine coordination in retrieving and entering data using a computer keyboard. Near and far vision is required in order to read work related documents and use the computer. Acute hearing is required when providing phone and personal service. The position requires lifting, carrying, pushing, and/or pulling objects weighing up to 25 pounds. Incumbent must be willing to work shift work, including nights, weekends, and holidays. This classification is not intended to be all-inclusive. An employee may be required to perform other reasonable duties as assigned by management. The City reserves the right, with the concurrence of the department head, to revise or change classification duties and responsibilities as the need arises and as consistent with the meet and confer process.