Administrative Assistant

Are you a customer-focused detail-oriented professional who thrives in a fast-paced environment Do you see roadblocks as opportunities and enjoy finding creative ways to improve processes If youre an organized proactive problem-solver who loves supporting people and projects we want to hear from you!

Gone are the days of the Administrative Assistant sitting at a desk focusing only on answering phones and filing. The Administrative Assistant is a creative problem solver that uses emotional intelligence and excellent communication skills to work well with others and anticipate the needs of the team. Along with providing fresh ideas and new processes based on their understanding of the Citys business and its culture the Administrative Assistant regularly engages with employees and residents and strives for the ultimate goal of providing amazing customer service to all.

• Someone who takes pride in helping others succeed.

• Experience in administrative support or customer service.

• Strong organization and time management skills.

• Ability to anticipate needs solve problems and streamline processes.

• A friendly welcoming presence with exceptional written and verbal communication skills.

This role is perfect for someone who:

• Exudes customer service You create a welcoming and helpful experience for all employees.

• Thrives on organization You love keeping things running smoothly with efficiency and accuracy.

• Sees challenges as opportunities You embrace obstacles with a solutions-driven mindset.

• Is a strong communicator You engage with employees leadership and external partners in a friendly professional manner.

• Enjoys supporting projects You like juggling multiple priorities and helping department initiatives succeed.

The Public Works Services Departments mission is to provide efficient stewardship of the Citys public works infrastructure.

• Staff: 161 Employees (FT and PT)
• Facilities: Services 15 City facilities and 8 Fire District facilities
• Parks and Landscape: Maintains 31 parks Adult Sports Park and baseball stadium 125 street front miles of landscape and a comprehensive inventory of trees paseos and trails.
• Street/Fleet/Storm Drain: Maintains 534 roadway miles including 4004 catch basins and 226 signalized intersections and provides fleet maintenance for 166 vehicles and over 140 pieces of on and off-road equipment.
• Administration/Project Management: Manages departmental support services contracts safety and risk management budget and capital maintenance projects.

Youll be responsible for:

• Answering calls from the community and finding answers to their questions or concerns.
• Distributing incoming mail and processing large outgoing bulk mailers.
• Maintaining monthly credit card and budget logs.
• Processing invoices subscriptions contracts and memberships.
• Assisting with Payroll timecard approvals
• Maintain office supply inventory orders supplies and uses City Procurement software program.
• Assisting with Public Works projects trainings events and workshops employee engagement initiatives recruitment and department communications.
• Assisting with meeting set-up and clean-up as needed.
• Provide information and respond to inquiries from employees the public or other personnel by interpreting policies rules regulations or procedures or by researching files for solutions; may refer visitor or caller to other appropriate sources of information.
  

For more information regarding this position please visit thejob description.

Education and/or Experience:
Any combination of education and experience that would likely provide the required knowledge skills and abilities is qualifying. A typical way to qualify is: Equivalent to graduation from high school and 2 years of progressively responsible administrative experience.

Knowledge Skills and Abilities:
Office procedures; office equipment; telephone etiquette; rules of proper English usage grammar punctuation and spelling; the use of personal computing equipment and associated office software used for word processing and spreadsheets; basic record keeping principles and practices; business letter writing and the standard format for typed materials; arithmetic calculations including percentages fractions averages or other formulas; perform detailed office support work within classification level; type routine correspondence from drafts; use initiative and sound independent judgment within established guidelines; organize and prioritize work; maintain accurate files and records; establish and maintain effective working relationships with those contacted in the course of the work; operate a variety of office machines including but not limited to a multi-lined telephone facsimile machine calculator and copier; establish and maintain various electronic and/or manual recordkeeping systems.

Special Requirements:
Specified assignments require possession of a valid California Drivers License.

All levels require a minimum keyboarding ability of 40 words per minute or demonstrated proficiency at an advanced level in Word.

APPLICATION PROCESS
All applicants are required to apply online at. The closing date is 5:00 PM on Tuesday August 12 or until 100 applications have been received.

Applications must be complete and demonstrate that the minimum qualifications are met. All statements made on the application are subject to investigation and verification. Resumes may be attached to the completed application form as supplemental information but will not be accepted in lieu of an official application form. Applications will be screened and the most qualified candidates who best match the needs of the City will be invited to compete further in the examination process. Candidates who meet the minimum qualifications will remain candidates until a final offer is accepted by the candidate who most closely meets the requirements of the City. The City may conclude that none of the candidates even those who meet the minimum qualifications are appropriate for the position.

Successful candidate will be required to:

• Complete a verification form designated by Immigration and Naturalization Service to certify that they are eligible for employment in the United States of America; and
• Pass a pre-employment medical exam
• Pass a reference and background verification. References will not be contacted until mutual interest has been established.