Government Jobs
Administrative Assistant
The City of Millbrae is seeking an Administrative Assistant to join the Public Works Department. This role supports Utilities & Operations and Environmental programs with responsibilities such as monitoring budgets, tracking contracts, coordinating community notifications for construction projects, maintaining project files and calendars, and drafting correspondence. We're looking for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys working on a variety of projects that directly serve the community. This is a great opportunity to build your career in local government while supporting essential city services! Under general supervision, performs a wide variety of complex administrative duties in support of assigned department; assists with special projects; provides assistance to the public, including about department policies and procedures; and performs related duties as assigned. Administrative Assistant performs a variety of more complex administrative support functions, which may include fiscal responsibilities, support for department-specific commissions/committees, and/or providing lead direction for lower-level clerical staff. Receives general supervision from supervisory or management staff in assigned department. May provide lead direction, work coordination, and training for lower-level clerical staff. The duties listed below are illustrative only and are not meant to be a full and exhaustive listing of all of the duties and responsibilities of the position. Performs a wide variety of complex and difficult administrative support duties and functions in support of a department or a major division; assists in prioritizing tasks and meeting deadlines; prepares for and attends meetings, and takes minutes and other notes; may provide lead direction, work coordination, and training; assists with general administrative and clerical support duties as needed; Creates a variety of documents from brief instructions, rough drafts, and routine assigned functions including a wide variety of reports, letters, memos, agendas, hearing notices, and statistical charts; ensures required notices conform with City codes, the Brown act, and other requirements; Reviews, interprets, and applies applicable policies and procedures in determining completeness of applications, records, and reports; provides information and forms to the public; collects and processes appropriate information; Supports assigned department/division by performing routine administrative functions including checking and summarizing time sheets, recording work orders, receiving and checking invoices, processing payments, and tracking department budget line items; Provides effective customer service; responds to requests for information and complaints; provides information regarding regulations, procedures, and systems; exercises judgment in referring calls to appropriate staff; takes messages and ensures that all pertinent information is received to return the call; Assists in budget preparation and administration; prepares disbursement requests and purchase orders for department/division purchases; processes monthly payments and invoices; monitors expenditures; Develops, implements, and maintains department filing and record-keeping systems; maintains various records; researches, compiles, assembles, and analyzes data for special projects and a variety of statistical, financial, and narrative reports. Receives, sorts, and distributes incoming and outgoing correspondence and mail; provides responses as appropriate; Operates office equipment, including computers, printers, copiers, fax machines, and related equipment; and Performs related duties and responsibilities as assigned. Knowledge of: Advanced administrative practices and techniques including transcribing minutes and record keeping; operations and activities of assigned department; principles of business letter writing and report preparation; English usage, spelling, grammar, and punctuation; modern office procedures, methods and equipment, including computers and peripheral equipment; pertinent Federal, State, and local laws, regulations, and codes; pertinent City policies and procedures; basic mathematics and general statistical procedures; principles and practices of effective customer service. Ability to: Perform responsible and difficult administrative support work involving the use of independent judgment and personal initiative; operate office equipment, including computers, and supporting software, including word processing and spreadsheet applications; learn, interpret, apply, and explain department policies and procedures; independently prepare correspondence and memoranda; respond to requests and inquiries from the general public; work independently in the absence of supervision; communicate clearly and concisely, both orally and in writing; record and transcribe meeting minutes; provide lead direction, work coordination, and training; maintain and update records and files; perform mathematical calculations; establish and maintain effective working relationships with those contacted in the course of work; work under tight deadlines and set priorities, quickly and independently. Education and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities. A typical way would be: Education: High school diploma or equivalent (GED). Training in office administration, administrative support, business administration, or related field is desirable. Experience: Three (3) years of increasingly responsible professional experience in secretarial and administrative support. License: None Special Requirements: Speak clearly and understandably; ability to work in a standard office environment and use computer software applicable to the job; physical stamina and mental alertness to work additional hours to meet deadlines; hear and speak well enough to converse by telephone, and in person, and be clearly understood.
The City of Millbrae is seeking an Administrative Assistant to join the Public Works Department. This role supports Utilities & Operations and Environmental programs with responsibilities such as monitoring budgets, tracking contracts, coordinating community notifications for construction projects, maintaining project files and calendars, and drafting correspondence. We're looking for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys working on a variety of projects that directly serve the community. This is a great opportunity to build your career in local government while supporting essential city services! Under general supervision, performs a wide variety of complex administrative duties in support of assigned department; assists with special projects; provides assistance to the public, including about department policies and procedures; and performs related duties as assigned. Administrative Assistant performs a variety of more complex administrative support functions, which may include fiscal responsibilities, support for department-specific commissions/committees, and/or providing lead direction for lower-level clerical staff. Receives general supervision from supervisory or management staff in assigned department. May provide lead direction, work coordination, and training for lower-level clerical staff. The duties listed below are illustrative only and are not meant to be a full and exhaustive listing of all of the duties and responsibilities of the position. Performs a wide variety of complex and difficult administrative support duties and functions in support of a department or a major division; assists in prioritizing tasks and meeting deadlines; prepares for and attends meetings, and takes minutes and other notes; may provide lead direction, work coordination, and training; assists with general administrative and clerical support duties as needed; Creates a variety of documents from brief instructions, rough drafts, and routine assigned functions including a wide variety of reports, letters, memos, agendas, hearing notices, and statistical charts; ensures required notices conform with City codes, the Brown act, and other requirements; Reviews, interprets, and applies applicable policies and procedures in determining completeness of applications, records, and reports; provides information and forms to the public; collects and processes appropriate information; Supports assigned department/division by performing routine administrative functions including checking and summarizing time sheets, recording work orders, receiving and checking invoices, processing payments, and tracking department budget line items; Provides effective customer service; responds to requests for information and complaints; provides information regarding regulations, procedures, and systems; exercises judgment in referring calls to appropriate staff; takes messages and ensures that all pertinent information is received to return the call; Assists in budget preparation and administration; prepares disbursement requests and purchase orders for department/division purchases; processes monthly payments and invoices; monitors expenditures; Develops, implements, and maintains department filing and record-keeping systems; maintains various records; researches, compiles, assembles, and analyzes data for special projects and a variety of statistical, financial, and narrative reports. Receives, sorts, and distributes incoming and outgoing correspondence and mail; provides responses as appropriate; Operates office equipment, including computers, printers, copiers, fax machines, and related equipment; and Performs related duties and responsibilities as assigned. Knowledge of: Advanced administrative practices and techniques including transcribing minutes and record keeping; operations and activities of assigned department; principles of business letter writing and report preparation; English usage, spelling, grammar, and punctuation; modern office procedures, methods and equipment, including computers and peripheral equipment; pertinent Federal, State, and local laws, regulations, and codes; pertinent City policies and procedures; basic mathematics and general statistical procedures; principles and practices of effective customer service. Ability to: Perform responsible and difficult administrative support work involving the use of independent judgment and personal initiative; operate office equipment, including computers, and supporting software, including word processing and spreadsheet applications; learn, interpret, apply, and explain department policies and procedures; independently prepare correspondence and memoranda; respond to requests and inquiries from the general public; work independently in the absence of supervision; communicate clearly and concisely, both orally and in writing; record and transcribe meeting minutes; provide lead direction, work coordination, and training; maintain and update records and files; perform mathematical calculations; establish and maintain effective working relationships with those contacted in the course of work; work under tight deadlines and set priorities, quickly and independently. Education and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities. A typical way would be: Education: High school diploma or equivalent (GED). Training in office administration, administrative support, business administration, or related field is desirable. Experience: Three (3) years of increasingly responsible professional experience in secretarial and administrative support. License: None Special Requirements: Speak clearly and understandably; ability to work in a standard office environment and use computer software applicable to the job; physical stamina and mental alertness to work additional hours to meet deadlines; hear and speak well enough to converse by telephone, and in person, and be clearly understood.