Administrative Assistant I/II (Part-time)

City of Elk Grove•Elk Grove, CA

5d•Onsite

About The Position

The City of Elk Grove is seeking a motivated, part-time Administrative Assistant I/II for the Police Department. This temporary role requires superior interpersonal communication and organizational skills, excellent written and verbal communication, the ability to understand logistical information, high attention to detail, and a strong work ethic. The primary responsibility will be assisting with travel coordination for the Police Department, with additional duties supporting the Office of the Chief as needed.

Requirements

Completion of the twelfth (12th) grade.
Administrative Assistant I: One (1) year of experience performing administrative, clerical, and/or customer service support duties in a professional office environment.
Administrative Assistant II: Two (2) years of increasingly responsible experience providing administrative support for budget, personnel, and program administration at a level comparable to the classification of Administrative Assistant I with the City of Elk Grove.
Knowledge of basic techniques for administrative, financial, statistical, and comparative analyses.
Knowledge of customer service and public relations methods and techniques.
Knowledge of methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.
Knowledge of methods and techniques of research and operational and administrative analysis.
Knowledge of organization and operation of municipal government.
Knowledge of pertinent federal, state, and local laws, codes, and regulations.
Knowledge of basic concepts for preparing and monitoring municipal budgets.
Knowledge of basic concepts of grant application and administration in a municipal setting.
Knowledge of techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Knowledge of methods and techniques of preparing technical and administrative reports, and general business correspondence.
Knowledge of City and mandated safety rules, regulations, and protocols.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Knowledge of diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
Knowledge of the structure and content of the English language at a level necessary to successfully perform the duties assigned.
Knowledge of current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to plan and organize work to meet changing priorities and deadlines.
Ability to apply standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.
Ability to apply basic accounting and bookkeeping principles and practices.
Ability to prepare and proofread correspondence.
Ability to understand and carry out verbal and written instructions.
Ability to work effectively in an environment with frequent interruptions and a high degree of public contact by phone or in person.
Ability to assist with the preparation and monitoring of departmental operational budgets and grants.
Ability to perform a full range of varied, complex, sensitive, and highly responsible office, administrative, secretarial, and routine programmatic support functions of assigned programs, division, and/or department with only occasional instruction or assistance.
Ability to prepare a variety of reports, charts, visual data representation, and other documents.
Ability to interpret and apply pertinent federal, state, and local laws, codes, regulations, and departmental policies and procedures.
Ability to develop and maintain recordkeeping systems.
Ability to effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Ability to communicate clearly and concisely in the English language at a level necessary for successful job performance.
Ability to use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Ability to engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Nice To Haves

Superior interpersonal communication and organizational skills.
Excellent written and verbal communication skills.
Ability to understand logistical information.
High attention to detail.
Strong work ethic.

Responsibilities

Assisting with travel coordination for the Police Department.
Performing additional duties as necessary in support of the Office of the Chief.
Performing routine to advanced administrative support work in support of assigned programs, division, or department.
Coordinating assigned activities with other divisions, outside agencies, and the public.
Assisting in the development of contracts, grants, and program deliverables.
Monitoring budget expenditures.
Reviewing and processing invoices, payments, and refunds.
Preparing, tracking, and maintaining vendor contracts.
Providing information and assistance to other City staff and the general public regarding assigned programs, policies, and procedures.
Receives and responds to requests for information, records, and documents.
Converts hardcopy records into digital formats.
Indexes digital records into an electronic records system.
Maintains electronic and hardcopy files.
Files and retrieves record copies.
Responds to public complaints.
Participates in planning, coordinating, and implementing assigned programs, projects, and initiatives.
Participates in the development and implementation of program goals, objectives, policies, procedures, and priorities.
Participates in the development and implementation of strategies for the achievement of program goals.
Assists in monitoring assigned programs.
Assists with the preparation and maintenance of department/division annual operating budget.
Records and monitors expenditures.
Keeps management informed on the status of budget line items throughout the fiscal year.
Prepares, maintains, and verifies departmental accounting, financial, and grant records, ledgers, logs, and files.
Compiles, reviews, and records financial data to various departmental accounts.
Resolves discrepancies.
Establishes and maintains various files and records.
Reconciles and processes department transactions.
Prepares financial reports for management.
Receives new contracts, assists in preparation of contract development.
Reviews contract agreements for changes and forwards to management for approval.
Provides assistance to management staff.
Participates in and provides staff support to a variety of committees and boards.
Prepares and presents reports and other correspondence as appropriate and necessary.
Relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
Assists in organization and coordination of department/division workflow.
Makes recommendations to management on workflow.
Develops and revises office forms and report formats.
Coordinates attendance for staff at required and elective training.
Registers staff for training and conference events.
Maintains training records and associated training expenses.
Coordinates travel for departmental personnel including flights, lodging, rental vehicles, and registrations.
Communicates travel arrangements.
Maintains and records travel spending for area(s) of assignment.
Participates in community outreach and/or special events for assigned department.
Assists in event planning and coordination.
Prepares materials or presentations.
Researches and reviews purchase requests for equipment and supplies.
Retrieves quotes or bids.
Documents inventory, purchases equipment and supplies and maintains equipment and supplies.
Verifies purchase records are accurate and resolves discrepancies.
Types, formats, edits, revises, proofreads, and processes a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft, modified standard format, and brief verbal instructions.
Develops, revises, and maintains standardized and master documents.
Composes correspondence and other documents.
May provide clerical/administrative support for Commission/Committee meetings.