Administrative Assistant - Confidential

City of Lodi • Lodi, CA

1d • Onsite

About The Position

The City is conducting an Open recruitment to fill an Administrative Assistant-Confidential position in the Administrative Services Department. This position will support five managers and a Department Head. The ideal candidate will be a highly responsible and motivated individual with excellent customer service and organizational skills. All applications and supplemental questions must be completed fully and submitted on an official City of Lodi application form. (Do not state "See Resume" on your application or supplemental questionnaire). Interested applicants must submit an online application at www.lodi.gov. Job descriptions are intended to present a broad and general range of duties, which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job.

Requirements

• English usage, spelling, grammar and punctuation
• Modern office methods, procedures and equipment, including word processing spreadsheet, database and scheduling software for personal computers
• Understand the organization and operation of the City, including the role of an elected City Council and appointed boards and commissions, and of outside agencies as necessary to assume assigned responsibilities
• Principles of supervision, training and performance evaluation
• Provide high level administrative direction and support over various or multiple functions within the department
• Oversee the support functions of the department
• Prioritize multiple assignments and or projects and complete assigned tasks accurately and in a timely manner
• Research, compile and analyze data from multiple sources
• Maintain confidential information related to legal matters and managerial practices and decisions
• Plan, organize and manage the clerical support function of the department to which assigned
• Communicate effectively, orally and in writing
• Type and/or transcribe at a speed necessary for adequate job performance
• Meet time sensitive deadlines
• Operate appropriate computer software
• Develop, implement and maintain related filing systems on computers
• Use initiative and independent judgment within established guidelines
• Work independently in the absence of supervision
• Establish and maintain cooperative and effective relationships with those contacted during the course of work
• Five years of responsible clerical experience
• Two years of experience supporting an Executive Level, Director or Department Head

Nice To Haves

• Specialized clerical courses

Responsibilities

• Performs highly responsible, complex and confidential administrative and clerical duties; provides administrative direction and support over various departmental functions and projects requiring independent decision-making, judgment and initiative; oversees the support functions of the department.
• Plans, coordinates and supervises assigned general administrative functions of the department; serves as office manager to direct and ensure work is handled on a priority basis and completed in a timely, accurate manner.
• Prepares correspondence from notes, verbal instructions, or on own initiative; researches, compiles, and analyzes data for assigned special projects and reports.
• Produces various reports, charts, graphs, presentations and high level correspondence related to operations of the department and/or City.
• Distributes information and materials generated by department; may participate and assist in routine personnel, payroll, purchasing, and budget duties; enters, reviews, verifies departmental payroll information; assists and coordinates with Human Resources on recruitment activities; audits and processes invoices; prepares, codes and processes purchase orders.
• Provides front-line customer service, greets and directs visitors, answers phones, coordinates deliveries, stocks office supplies, makes photocopies, faxes, and files.
• Provides excellent customer service to internal and external customers both in person and over the telephone and refers inquiries as appropriate; responds to complaints and requests for information with tact and diplomacy; resolves as possible or refers to appropriate department or party as necessary.
• Processes incoming and outgoing correspondence; replies independently or as directed; schedules meetings and conference rooms; manages schedules for Department Head or Manager.
• Coordinates and makes travel arrangements for department staff.
• Supervises, trains and evaluates subordinates and assigned staff; coordinates and manages the department selection process in partnership with Human Resources, including participation in the interview, selection of and on-boarding of assigned staff.
• Maintains confidential information related to legal matters and managerial practices and decisions.
• Develops and implements office procedures to assure complete and timely operations, creates office forms to facilitate work flow.
• Operates personal computer, related software and programs; create, maintain and organize departments/unit files in an efficient and effective manner.
• Coordinates, schedules and attends a variety of meetings; prepares and distributes meeting notices or agendas; maintains appointments and activity calendars; reserves facilities; collects and compiles information for meetings.
• Individual duties, tasks, and projects may vary or differ based on Departmental assignment and operational needs.
• Performs other duties related to the operation of the department and the City including additional duties that enable the department and City to meet the diverse needs of its community.

Benefits

• 13 paid holidays per year
• 2 weeks paid vacation annually, increasing with length of service depending upon the appropriate labor agreement
• 10 days per year depending upon the appropriate labor agreement
• Medical, Dental and Vision plans are available for employee and dependents
• The City pays the full premium for employee and dependent life insurance
• Offers a long-term disability plan that provides up to approximately 2/3 of an employee's salary
• Employees may participate in a 457 Deferred Compensation program
• Employees may participate in a Section 125 Flexible Spending Account

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED