Administrative Assistant/ SR- Planning Division

City of Palmdale•Palmdale, CA

2d•Onsite

About The Position

Performs a wide variety of responsible confidential para-professional and technical level administrative, secretarial, and/or program related duties in assistance to a City department; coordinates, monitors, and reports on various department activities; and reviews routine administrative budget requests related to the area of assignment. The Administrative Assistant class is the entry-level class of the series, performing routine and repetitive duties according to established procedures with close supervision. The Senior Administrative Assistant class performs the most difficult duties, possesses specialized technical or functional expertise, and exercises independent judgment and initiative.

Requirements

Knowledge of English usage, spelling, grammar and punctuation including proofreading and principles of business letter writing.
Knowledge of standard office technology and software, including the use of word processing, database, spreadsheet, and internet information applications.
Knowledge of the organization, procedures, and operating details of the assigned City department.
Knowledge of filing and recordkeeping systems.
Knowledge of principles and practices of administration, including recordkeeping, and budget monitoring and control (for Senior Administrative Assistant).
Knowledge of principles and practices of the technical area to which assigned including but not limited to, claims, legislation, budget, grants, personnel, contracts, and social services (for Senior Administrative Assistant).
Knowledge of principles and practices of intermediate analytical research and project coordination (for Senior Administrative Assistant).
Knowledge of pertinent local, state, and federal laws, codes, ordinances, and City functions, policies, rules, and regulations (for Senior Administrative Assistant).
Knowledge of basic principles of supervision and training (for Senior Administrative Assistant).
Knowledge of techniques and practices of effective interpersonal communication (for Senior Administrative Assistant).
Ability to understand the organization and operations of the City and of outside agencies in order to assume assigned responsibilities.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to understand and follow a variety of instructions in both oral and written form and with minimal supervision.
Ability to organize duties and determine priorities to meet assigned deadlines.
Ability to apply operating rules and procedures of the assigned department.
Ability to work cooperatively with other departments, outside agencies, and the public.
Ability to interpret and apply departmental/project policies, procedures, and rules.
Ability to establish and maintain financial records and make simple mathematical computations.
Ability to compile and maintain complex and extensive records and files.
Ability to type accurately at net 40 words per minute.
Ability to operate a variety of office machines and equipment.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to create and maintain basic spreadsheets and records.

Nice To Haves

Supplemented education/training in business, office management, or related field (for Administrative Assistant).
One year of lead supervisory experience is highly desirable (for Senior Administrative Assistant).

Responsibilities

Represent the City to all callers and visitors in a professional and effective manner.
Respond to visitors' inquiries, both on the telephone and in person, and refer to the appropriate staff member for more specific information, as appropriate; take accurate messages; and exhibit familiarity with all functions of the City.
Greet, assist, and direct visitors and staff members entering the department offices; notify the appropriate staff member when visitors have arrived; and direct visitors to the proper office.
Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
Act as an information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.
Type letters, reports, memoranda, and other documents relating to the department, which may include contracts, proposals, technical/legal documents, statistical and/or special forms, budgets, and charts.
Post to logs; maintain/monitor records and files; follow up on due dates; and perform other monitoring functions to ensure timely completion of work.
Receive callers and handle incoming phone calls, directing them to the appropriate person within the department.
Act as interdepartmental liaison relating to administrative/project support functions for the office and for compliance with City regulations and practices relating to those functions.
Assist professional staff in performing and conducting studies, special projects and administrative functions; perform data collection and analysis; and prepare draft reports and technical documents.
Review work documents, reports and special projects; identify and interpret technical and numerical information; and explain systems and procedures to staff and others.
Perform a variety of highly responsible and confidential clerical, secretarial and administrative duties for an assigned department.
Maintain appointment schedules and calendars; arrange meetings and conferences; coordinate and make travel arrangements.
Establish and maintain systems related to the assigned technical areas of responsibility; monitor area activities and report progress, as required; and manage software programs.
Interpret and explain City and department policies, rules and regulations in response to inquiries; and refer inquiries, as appropriate.
Ensure areas of responsibility are in compliance with related laws, codes, ordinances, and legislation; and advise the staff of any irregularities in compliance.
Review and verify documents related to department activities, including budgets, grants, claims, legislation, class specifications, general reports, and other related information.
Perform accounting functions related to purchasing of supplies, equipment, and services; and process and evaluate bids for single items according to City purchasing policies, procedures, and limits.
Perform related duties, as assigned.