City of Sacramento is hiring: Administrative Assistant in Sacramento

Administrative Assistant

The Administrative Assistant performs a variety of confidential and complex secretarial and administrative duties for a department head or similar classification. Responsibilities include calendar maintenance, meeting coordination, handling inquiries and complaints, preparing reports, analyzing data, and providing indirect supervision to support staff.

Responsibilities

• Maintains the calendar, schedules appointments, and makes necessary meeting arrangements; screens calls and visitors, refers inquiries, responds to complaints and requests for information regarding instructions, precedents, and regulations; relieves the department head of routine personnel, budget, payroll, and purchasing duties; assists with the compilation of budgetary data; composes routine correspondence; provides administrative support to managers and other staff within the department.


• Researches, compiles, and analyzes data from special projects and various reports.


• Initiates and maintains a variety of files and records of information such as payroll, attendance, budget, production, and cost records; maintains manuals and updates resource materials; recommends organization or procedural changes affecting clerical activities.


• Provides secretarial support to a Board or Commission; prepares the agenda, assembles background materials, and takes minutes of the meetings as assigned; takes and transcribes dictation from a variety of sources.


• Participates and assists in the administration of a department; prepares comprehensive reports, compiles annual budget requests, and recommends expenditure requests for designated accounts.


• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Qualifications

Knowledge of

• English usage, spelling, grammar, and punctuation.


• Modern office methods, procedures, and equipment; business letter writing.


• Computers and word processing, spreadsheet, and database software applications.


• Organization, procedures, and operating details of the City department to which assigned.


• Basic arithmetic.

Skill in

• Use of computers, computer applications, and software.

Ability to

• Type at a speed of 60 net words per minute.


• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.


• Communicate effectively, verbally and in writing.


• Work cooperatively with other departments and outside agencies.


• Interpret and apply departmental policies, laws, and rules.


• Work independently in the absence of supervision.


• Analyze situations carefully and adopt effective courses of action.


• Compile and maintain complex and extensive records, and prepare reports.


• Understand and carry out oral and written directions.

Experience and Education

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

Experience: Four years of progressively responsible clerical experience including a minimum of two years performing complex and difficult clerical duties comparable to those of an advanced journey level clerical class in the City of Sacramento.

Substitution: Coursework in business administration, public administration, English or related field may substitute for experience on the basis of 30 semester units for one year of experience.

Proof of education, such as university/college transcripts and degrees, should be submitted with the application and will be required at the time of appointment. If using a college degree obtained outside the United States, education records must be evaluated by a credentials evaluation service.

Special Qualifications

• Dictation at a speed of up to 100 net words per minute.


• Possession of a Notary commission issued by the California Secretary of State within six months of appointment.

Probationary Period

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

Selection Procedure

• Application: Must be completed online by the final filing deadline; paper applications are not accepted.


• T&E Exam: Questions located at the end of the application are scored online; candidates who pass are placed on an eligible list for a one-year period.


• Screening Committee: Top ranked applicants are forwarded to the hiring department for interview.


• Conditional Hire: Selected candidates must complete required background checks, fingerprinting, and any required licensing or certification before receiving a start date.

Equal Opportunity Employer

The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability, gender, marital status, medical condition, military or veteran status, national origin, religious creed, race, sexual orientation, or other protected characteristics. The City complies with the California Public Employees' Retirement System and the California Public Employee's Pension Reform Act (PEPRA) of 2013.