Senior Staff Assistant
Senior Staff Assistant
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$ 49756 - 70012
1 Vacancy
Job Description
THE POSITION
With supervisor approval incumbents may be eligible for intermittent remote work; however they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.
This Senior Staff Assistant position is responsible for the Water Division of the Department of Utilities (DOU) with the following Personnel Action Requests (PARs) which include but are not limited to:- FMLA/CFRA Leave Administrations and audits with Human Resources (HR)
- Timesheet submissions and corrections
- Employee Assistance Program (EAP) tuition assistance management
- Sick leave tracking & verification
- Absent Without Pay (AWP) audits
- Step increase initiation and tracking
- Recruitments for the division
IDEAL CANDIDATE STATEMENT
The ideal candidate for this position is a self-motivated individual that can adapt to various tasks amid shifting priorities and competing deadlines. They will demonstrate strong communication skills effectively collaborating with staff at all levels across the department and division. They will think critically conduct thorough research and exhibit a high level of attention to detail consistently ensuring accuracy in their work.
The ideal candidate will have knowledge and experience in:- Working independently
- Managing sensitive and confidential subject matter
- Developing processes and procedures
- Navigating and querying databases
Under general supervision a Senior Staff Assistant performs a wide variety of responsible confidential and complex clerical duties; compiles types and proofreads documents; sorts files and distributes documents and correspondence; compiles and maintains confidential materials; maintains records; responds to inquiries.
DISTINGUISHING CHARACTERISTICS
This journey-level classification is populated with multiple incumbents. The Senior Staff Assistant independently performs difficult clerical tasks requiring specialized knowledge of clerical functions and department operations. The Senior Staff Assistant is distinguished from Staff Assistant in that the former performs more complex and technically difficult clerical tasks and works more independently.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by a division manager or senior-level professional.ESSENTIAL DUTIES AND RESPONSIBILITIES
- Researches compiles tabulates checks and maintains data for special projects and various statistical and financial reports; prepares basic statistical reports charts and graphs; maintains records for funds and expenditures; maintains complex filing systems and databases. compiles and maintains confidential materials and records related to labor negotiations.
- Types and proofreads a variety of documents including reports memos and statistical charts from oral direction rough draft forms copies notes or transcribing machine recordings; operates adding machines and other office equipment; composes routine correspondence.
- Receives reconciles and matches bills claims and other documents verifies information and searches for missing information; maintains inventory records and information logs; processes purchase requisitions; maintains purchase records; resolves errors in orders received and invoices; orders office supplies; submits expense claims.
- Compiles tracks and maintains contract and insurance certificate files for consultants and vendors; reviews and analyzes such contracts and certificates to ensure compliance with the Citys insurance requirements; processes completes and forwards proper forms with necessary signatures to appropriate outside administrative agencies on a timely basis.
- Schedules appointments and various meetings; acts as receptionist; answers the telephone and waits on the general public gives information on department policies and procedures as required.
- Issues receives types and processes various applications permits and other forms; reviews process and files routine forms; responds to complaints and requests for information regarding the intent of instructions precedents and regulations; explains program requirements.
- Assists in the training of new personnel.
- Provides exceptional customer service to those contacted in the course of work.
- Otherrelated dutiesmay 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 procedures methods and equipment and business writing.
- Record keeping principles and procedures.
- Mathematical calculations.
- Policies practices and procedures.
Skill in:
- Use of computers computer applications and software.
Ability to:
- Type at a speed of 40 to 50 net words per minute.
- Maintain the confidentiality of selected documents and records as required.
- Set up and type reports correspondence memos charts and related documents.
- Operate modern office machines and equipment.
- Learn department policies procedures organization and operating details.
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Understand interpret and apply a body of technical information beyond normal department policies and procedures.
- Communicate effectively verbally and in writing.
- Work cooperatively with other departments and outside agencies.
- Work independently with minimal supervision.
- Handle multiple projects while maintaining accuracy.
EXPERIENCE AND EDUCATION
Experience:
Three years of progressively responsible clerical experience equivalent to a Staff Assistant classification in the City of Sacramento.
Substitution:
Completion of specialized business or clerical courses may substitute for experience on a year-for-year basis to a maximum of one year.PROOF OF EDUCATION
Should education be used to qualify for this position then proof of education such as but not limited to university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.
An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.
PROBATIONARY PERIOD:
Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.
THE SELECTION PROCEDURE
Please note the City of Sacramentos preferred method of communication with applicants is via e-mail. As such please ensure you verify the e-mail address on your application and check your e-mail frequently including your spam and junk folders. All e-mail notifications can also be accessed through the applicant inbox.
1. Application: (Pass/Fail) All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;- Employment applications must be submitted online; paper applications will not be accepted.
- Employment applications will be considered incomplete and will be disqualified:
- If applicants do not list current and/or past job-related experience in the duties area of the Work Experience section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
- If see resume is noted in the Work Experience section; a resume will not substitute for the information required in the Work Experience section.
- Proof of education such as but not limited to university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
- Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
- If youre requesting Veterans credit a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veterans credit can be found in the Civil Service Board rules under rule 4.9C.
- Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
2. Training and Experience Exam: (Weighted 100%) The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance level and progression of a candidates education training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions please note:
- Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
- A resume will not substitute for the information required in the T&E questions.
3. Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidates eligibility expires one year from the date of notification of a passing score for the Senior Staff Assistant examination.
4. Screening Committee: (Pass/Fail) All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications as stated on the job announcement for applications selected by the hiring department.
5. Conditional Hire:Upon receipt of a conditional offer the selected candidate must complete and pass Live Scan/fingerprinting. If applicable candidates may also need to pass a pre-employment medical exam controlled substance and/or alcohol test and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.
QUESTIONS:
For questions concerning this job announcement and the application process:- Please visit for a comprehensive step-by-step guide to the application process.
- For technical support between 6 AM - 5 PM PT contact Live Applicant Support at .
- Visit the City of Sacramento Human Resources Department website at an email to ; or
- Call the Human Resources Department at
Required Experience:
Staff IC
Employment Type
Full-Time
