Administrative Assistant

The Administrative Assistant will be responsible for but not limited to the following:

• Schedule appointments and coordinate meetings with attendees.

• Respond to sensitive issues and complaints professionally taking appropriate action.

• Compose proofread and prepare correspondence memos and official notices.
• Manage incoming and outgoing mail.
• Perform clerical tasks such as typing copying and filing documents.
• Maintain and organize department files including electronic records in systems such as Laserfiche and SharePoint.
• Assist the public at the counter and by phone; answer inquiries or refer complaints appropriately.
• Respond to oral and written inquiries from the public and other agencies.
• Provide administrative support for the City Clerk Department including agenda preparation department programs and projects and data management.
• Process official documents such as agendas resolutions ordinances and legal contracts.
• Provide clerical support during Council Commission and Committee meetings including attendance and setup.
• Maintain and retrieve official records and legislative history in compliance with legal requirements.
• Coordinate with records management for document transfer retention or disposal.
• Represent the City Clerk Department to other departments elected officials and external agencies.
• Interpret and explain departmental policies programs and activities.
• Participate in professional development to stay current with administrative trends and innovations.
• Maintain effective communication with internal and external stakeholders.
• Route official documents for execution.
• Perform additional duties as assigned.

MINIMUM AND DESIRABLE QUALIFICATIONS
The ideal candidate will possess four (4) years of increasingly responsible experience in administrative and clerical support in a public agency or similar setting. Additionally the ideal candidate will hold a high school diploma or equivalent.

MINIMUM QUALIFICATIONS
Click hereto access the complete classification description including the experience education and physical and mental requirements for this job.

NOTE:Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of theNational Association of Credential Services (N.A.C.E.S.).

RECRUITMENT PROCESS
Human Resources (HR) reviews all application materials to determine whether candidates meet the established minimum and preferred qualifications. Those who qualify will be advanced to the next stage of the recruitment process. All applicants will receive email notifications regarding their status.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment including a computer; to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Acute hearing is required when providing telephone and personal service. Finger dexterity is needed to access enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing and walking between work areas may be required. Positions in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift carry push and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS
City employees are expected to work overtime weekends evenings and holidays as required to accommodate the Citys needs in addition to responding as a Disaster Services Emergency Worker.

Candidates will be notified regarding their status as the recruitment proceeds via email through the site. Please check your email folders including spam/junk folders and/or accept emails ending with . If your email address should change please update your profile at.

For questions regarding this recruitment please contact Carissa Sevilla at or email at