Administrative Assistant

City of Brea•City of Brea-Civic Center, CA

6h•Onsite

About The Position

There are currently two (2) vacancies. One (1) full-time position assigned to the City Manager's Office in the Management Services Department and One (1) full-time position assigned to the Administrative Services Department. The eligibility list established from this recruitment may be utilized to fill future Administrative Assistant vacancies. To perform a variety of responsible, complex and sensitive administrative duties for a small department or major division; coordinate calendars, schedule meetings and training and perform specialized and specific duties in a functional area of a department or office. This class is distinguished from general clerical classes by the more complex, responsible, and sensitive duties related to its functioning as the direct assistant to a department director or division manager, and by the responsibility for supervision of clerical support functions within the department or division. It is distinguished from the Executive Assistant classification in that it does not provide administrative support for the director of a department with two or more major operating divisions. General supervision is provided by higher level management. Responsibilities include functional supervision of subordinate clerical positions.

Requirements

Three years of increasingly responsible clerical experience including one year experience comparable to that of an Administrative Clerk II clerical class in the City of Brea.
Equivalent to the completion of the twelfth grade including or supplemented by specialized clerical courses.

Responsibilities

Perform a variety of administrative tasks including accurate typing, proofreading, spelling, grammar, filing, editing, and operation of applicable software and other automated systems.
Perform a variety of specialized administrative support duties and other tasks related to the functions of the assigned department.
Compose routine correspondence not requiring the department director's or division manager's personal attention.
Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information regarding the intent of instructions, precedents and regulations.
Participate and assist in the administration of a department or division; prepare comprehensive reports, compile annual budget requests, and recommend expenditure requests for designated accounts.
Recommend organization or procedural changes affecting clerical activities.
Relieve the department director or division manager of routine personnel, budget payroll and purchasing duties.
Research, compile, and analyze data for special projects and various reports.
Initiate and maintain a variety of files and records for information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.
Manage calendars, schedule appointments and coordinate meetings.
Arrange travel, conferences, and meetings.
May serve as clerk to a board or commission, preparing the agenda, assembling background materials, and taking minutes of the meetings.
May supervise, train, and evaluate subordinates.
Perform related duties as assigned.