Government Jobs
Administrative Assistant I
This position works between the Community Development Department and the Public Works Department. Community Development Department Support: Invoicing Deposit Accounts / invoicing Fire Inspections (BTC only) / Invoicing Reporting (Weekly, monthly, quarterly) Public Notices (administrative items) Updating CDD forms Phone calls/General info, website updates Filing & Scanning / Purging Order (office supplies, etc.) Public Works Support: Corp Yard assistance Invoicing Orders (office and safety supplies) Admin support for the Corp Yard Filing & Scanning / Purging Definition:
Under general supervision, performs a variety of clerical and technical duties; provides customer services in person and by telephone; data entry related to assigned department; and performs other related duties as required. Distinguishing Characteristics:
The Administrative Assistant I is the entry-level class in the Administrative Assistant series. This classification requires knowledge of basic clerical functions, computer skills, data and document processing, and customer service principles. Based upon department assignment, incumbents may be responsible for providing first line customer services, composing routine correspondence, filing, faxing, scanning, copying, distributing mail, monitoring and ordering office supplies, reviewing invoices, data entry and other duties as assigned. Examples of Duties: Provide first line customer service to internal and external customers, greets, receives, screens and refers visitors and customers; operates a multi-line telephone; assists customers at a public counter and/or by telephone; provides general information; responds to routine-to-moderately difficult inquiries, requests or complaints from customers and the public; refers complex inquiries, requests or complaints to appropriate staff. Composes routine correspondence and proofreads/edits documents; updates and maintains spreadsheets, databases, and reports. Tracks and logs data for the department, division, and or employees. Assists with reviewing invoices, purchase orders and requests for payments. Picks up, sorts, copies and distributes a variety of correspondence, deliveries, payments, and mail; opens, logs and routes office mail; stuffs, sorts and prepares outgoing mail and documents for pickup; retrieves, delivers and sends faxes. Creates and maintains filing and record systems with a variety of subject matter to provide easy access to records and information. Provides retention of records as needed and/or requested, and assists with records requests as needed. Maintains, monitors, and assists with supplies and inventories, which may include ordering, stocking, and distributing of supplies. Makes appointments and maintains/coordinates calendars and meetings. Establishes and maintains positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public. Performs other duties as assigned. Typical Qualifications: Education and Training:
A high school diploma or equivalent.
Experience:
One year of responsible administrative, clerical, or customer service experience providing technical or operational support. Experience in a public agency setting is desirable. License/Certificate:
Possession of, or ability to obtain, a valid Class C California driver's license prior to appointment. Benefits:
Retirement, medical, vision and dental insurance, life insurance, deferred compensation, education reimbursement, social security, short term disability, long term disability, vacation, and holidays.
This position works between the Community Development Department and the Public Works Department. Community Development Department Support: Invoicing Deposit Accounts / invoicing Fire Inspections (BTC only) / Invoicing Reporting (Weekly, monthly, quarterly) Public Notices (administrative items) Updating CDD forms Phone calls/General info, website updates Filing & Scanning / Purging Order (office supplies, etc.) Public Works Support: Corp Yard assistance Invoicing Orders (office and safety supplies) Admin support for the Corp Yard Filing & Scanning / Purging Definition:
Under general supervision, performs a variety of clerical and technical duties; provides customer services in person and by telephone; data entry related to assigned department; and performs other related duties as required. Distinguishing Characteristics:
The Administrative Assistant I is the entry-level class in the Administrative Assistant series. This classification requires knowledge of basic clerical functions, computer skills, data and document processing, and customer service principles. Based upon department assignment, incumbents may be responsible for providing first line customer services, composing routine correspondence, filing, faxing, scanning, copying, distributing mail, monitoring and ordering office supplies, reviewing invoices, data entry and other duties as assigned. Examples of Duties: Provide first line customer service to internal and external customers, greets, receives, screens and refers visitors and customers; operates a multi-line telephone; assists customers at a public counter and/or by telephone; provides general information; responds to routine-to-moderately difficult inquiries, requests or complaints from customers and the public; refers complex inquiries, requests or complaints to appropriate staff. Composes routine correspondence and proofreads/edits documents; updates and maintains spreadsheets, databases, and reports. Tracks and logs data for the department, division, and or employees. Assists with reviewing invoices, purchase orders and requests for payments. Picks up, sorts, copies and distributes a variety of correspondence, deliveries, payments, and mail; opens, logs and routes office mail; stuffs, sorts and prepares outgoing mail and documents for pickup; retrieves, delivers and sends faxes. Creates and maintains filing and record systems with a variety of subject matter to provide easy access to records and information. Provides retention of records as needed and/or requested, and assists with records requests as needed. Maintains, monitors, and assists with supplies and inventories, which may include ordering, stocking, and distributing of supplies. Makes appointments and maintains/coordinates calendars and meetings. Establishes and maintains positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public. Performs other duties as assigned. Typical Qualifications: Education and Training:
A high school diploma or equivalent.
Experience:
One year of responsible administrative, clerical, or customer service experience providing technical or operational support. Experience in a public agency setting is desirable. License/Certificate:
Possession of, or ability to obtain, a valid Class C California driver's license prior to appointment. Benefits:
Retirement, medical, vision and dental insurance, life insurance, deferred compensation, education reimbursement, social security, short term disability, long term disability, vacation, and holidays.