Administrative Assistant III

City of Poway•Poway, CA

5d•Onsite

About The Position

The City of Poway is searching for an Administrative Assistant III in the Development Services Department to support the Planning and Land Development divisions. This position plays an integral role in providing internal customer service, agenda report management, public noticing, and general support responsibilities. The ideal candidate is a self-starter, has a keen eye for detail, is exceptionally organized, and possesses a drive to work as part of a team. If you have administrative experience and excellent customer service skills, we encourage you to apply! This recruitment is to first fill a vacancy within the Development Services Department, however, those who are placed on the employment list may be contacted by other departments within the City if vacancies occur. Under direct or general supervision, performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned City department or division(s), including document preparation, records management, and data entry; provides general clerical support on behalf of designated supervisory, managerial, or administrative positions; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs other duties as required. Receives direct or general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

Requirements

Four years of varied administrative support experience or two years of experience equivalent to Administrative Assistant II in the City of Poway.
Equivalent to the completion of the 12th grade, supplemented by specialized training in business or secretarial science.

Nice To Haves

May be required to obtain a certification as Notary Public, depending on assignment; once obtained, the certification must be maintained in valid status.

Responsibilities

Performs a wide variety of routine to complex administrative and clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies.
Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, and rules in response to inquiries and complaints from the public; assists and directs the public and callers to appropriate locations/staff; represents the City in a professional and customer friendly manner.
Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area.
Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.
Checks and tabulates standard mathematical or statistical data; may summarize such information and prepare periodic reports.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda, including agenda items, bid documents, regulatory submittments, and documents associated with departmental projects; types from rough drafts, verbal instructions, or transcription machine recordings.
Processes and receives purchase orders, permits and insurance; provides insurance reporting; and maintains proper licensing.
Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.
Maintains calendars of activities, meetings, and various events; arranges meetings and makes appointments; provides support to committees such as preparing agendas, materials, and minutes.
Receives, codes, logs, schedules, and distributes service requests, work orders, facility reservations and class registrations.
Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in department and/or central files.
Coordinates travel arrangements and accommodations for personnel; submits all related paperwork.
Coordinates special projects as assigned.
May participate and assist in the administration of the assigned office; may organize and coordinate activities associated with the office; may recommend organizational or procedural changes affecting support activities.
May coordinate community outreach and event details, under the direction of assigned management staff.
May provide training to lower-level and new staff as required.
Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.
Performs other duties as assigned.