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SALARY:                  $4,188.55 – $4,994.92/MONTH (3.5% increase effective July 2022)

CLOSING DATE:     July 8, 2022

 

Under general supervision, provides a wide variety of technical office administrative and secretarial support to a department head, and/or assigned management, professional, and supervisory staff; provides a variety of technical and office administrative support work to ensure the effective functioning of the department to which assigned; coordinates management and room cal­endars; and performs related work as required.

Examples of ESSENTIAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

  •  Oversees and ensures that the office administrative functions of the department to which assigned are effectively carried out.
  • Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings, and serving on various task forces and committees.
  • Receives and screens visitors and telephone calls; provides information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances; distributes materials and information to customers.
  • Performs a variety of clerical/administrative work in­cluding preparing and word processing of routine to complex corres­pondence, forms, and reports from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting, and correct English usage., including grammar, punctuation, and spelling.
  • Processes bills and invoices for payment; prepares and transmits a variety of financial documents; assists in budget preparation and maintains records of purchase orders, payroll, expense statements, and other departmental fiscal transactions.
  • Compiles information and data for administrative, statistical, and financial reports; checks and tabulates statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
  • Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries.
  • Coordinates calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and outside groups or organizations; arranges for necessary materials to be available at meetings.
  • Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
  • Coordinates workshops and classes; assists with special event programs; coordinates reservations and use of equipment and facilities.
  • Acts as the City’s representative and liaison on relevant topics, including responding to questions and comments from the public, in a courteous and timely manner and collaborating with involved parties to reach solutions on identified issues.
  • Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
  • May train other clerical personnel in work procedures.
  • Performs other duties as assigned.

 

If assigned to the Public Works Department:

  •  Assigned to the Wastewater Division and will report to the Administration office at Soledad’s Water Reclamation Facility.
  • Administers the City’s Liquid Waste Receiving Program – Directs liquid waste haulers to proper location for disposal of waste, weighs, logs and monitors the unloading of hauled liquid waste, prepares invoices and maintains records for the Liquid Waste Program
  • Administers the City’s Source Control Permit Program – Receives and works with Chief Plant Operator and/or City Engineer to process applications for permits for grease traps, industrial wastewater dischargers, maintains permits, sends notices and prepares invoices for the Source Control Program
  • Verifies time entry is compliant with Personnel Rules and applicable Memorandum of Understanding.
  • Inputs time entry for department director approval.
  • Researches City Ordinances, Resolutions and other City records as needed to be used by department director.
  • Processes City vehicle sales and purchases through California Department of Motor Vehicles.
  • Processes Title documents such as dedications, easements, vacations and abandonments through the County Surveyor and County Clerk Recorders Office.

QUALIFICATIONS

Equivalent to the completion of the twelfth (12th) grade and four (4) years of experience in general clerical, office administrative or secretarial work.  Two (2) years of college coursework in business administration or a related field, plus experience in providing technical and administrative support to a department head in a public agency is highly desirable.

LICENSE

  • Valid California class C driver’s license with satisfactory driving record may be required.
To view the complete job description, click here:

Admin Assistant – Admin Amend – FINAL 6.23.22.pdf

 

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