Administrative Assistant I/II

City of Lathrop•Lathrop, CA

About The Position

The City of Lathrop is hiring an Administrative Assistant I or II to provide office, clerical, and administrative support to the Public Works Department, including its Utilities, Streets, Parks, and Facilities divisions. The position coordinates workflow, maintains records, supports daily operations, and responds to inquiries from residents, vendors, and staff. Duties include processing invoices and payments, ordering supplies and equipment, tracking contracts, assisting with budget documentation, preparing correspondence and reports, and entering information into department systems. Administrative Assistant I is the entry-level classification. Under immediate supervision, the incumbent initially performs routine clerical and customer-service duties while learning City policies and procedures, with more complex work and greater independence as experience is gained. Administrative Assistant II is the full working-level classification, where the incumbent independently performs the full scope of assigned duties. The classifications are alternatively staffed, and an Administrative Assistant I may advance after gaining experience and demonstrating proficiency for the higher-level classification. The position receives immediate supervision from a department head and/or management staff and may provide technical and functional supervision to seasonal and temporary employees. The work may include supporting other departments as needed.

Requirements

High school diploma or equivalent.
Administrative Assistant I: equivalent of two years of significant, directly related and progressive clerical experience related to municipal government or a related field.
Administrative Assistant II: equivalent of two years of significant, directly related and progressive clerical experience related to municipal government or a related field, plus two years of experience equivalent to Administrative Assistant I with the City of Lathrop.
Ability to perform the knowledge, skills, and abilities necessary for the applicable classification.
Ability to perform the listed physical activities, including lifting, dragging, and pushing files, paper, and documents weighing up to 25 pounds.

Responsibilities

Provide office, clerical, and administrative support to management and staff.
Plan, organize, and carry out administrative assignments; research, compile, and organize information on specialized topics.
Review applications, permits, records, and files for completeness.
Prepare and type drafts and finished documents; compile and maintain records and prepare reports.
Assist with agenda materials, draft reports, resolutions, and ordinances.
Enter and retrieve information in computer data management systems, including financial and budget systems, and maintain files and records.
Answer phones, greet customers, respond to public questions and concerns, provide appropriate information, and address complaints.
Receive and process fees and other payments, prepare receipts, balance money received, and perform accounts payable and receivable.
Initiate, track, and close work orders; order and inventory supplies.
Assist with the development, administration, and monitoring of department budgets.
Maintain calendars, schedule meetings, coordinate travel arrangements, and assist committees, commissions, and task forces.
Process and track permits and applications; maintain files and ensure documents are properly filed.
Collect and check employee timesheets and leave requests, route timesheets to management, distribute new timesheets, and collect and distribute mail.
Track outside contracts and monitor compliance with grants for assigned programs.
Assist with special events and create or maintain public information packets, flyers, guides, and other publications.
Act as a liaison with City employees and management and establish positive working relationships with community organizations, agencies, associations, and the public.