Administrative Assistant I, II or III

City of Lathrop•Lathrop, CA

4h•Onsite

About The Position

The City of Lathrop is seeking a highly organized, detail-oriented professional for the Administrative Assistant I, II, or III position. The level at which an individual is hired will be based on their qualifications and experience. This recruitment is to fill a vacancy in the City Clerk/Government Services and Information Systems Department, but an eligibility list may be used to fill a vacancy in any department. The Government Services Department is dynamic and fast-paced, supporting the City Council, City Manager, City Clerk, Information Systems Department, public meetings, municipal elections, records management, technology initiatives, digital accessibility, public communications, and special projects. This position offers the opportunity to work directly with executive leadership, elected officials, and the public, gaining valuable experience in local government administration. Depending on qualifications, the successful candidate may be appointed at the Administrative Assistant I, II, or III level, with opportunities for professional growth. We are seeking a candidate who thrives in a collaborative environment, communicates effectively, manages competing priorities with confidence, and is committed to providing exceptional customer service.

Requirements

Administrative Assistant I: Any combination of education and experience that has provided the knowledge, skills and abilities necessary for an Administrative Assistant I. A typical way of obtaining the required qualifications is to possess the equivalent of two years of significant directly related and progressive clerical experience related to municipal government or a related field, and a high school diploma or equivalent.
Administrative Assistant II: Any combination of education and experience that has provided the knowledge, skills and abilities necessary for an Administrative Assistant II. A typical way of obtaining the required qualifications is to possess the equivalent of two years of significant directly related and progressive clerical experience related to municipal government or a related field, two years of experience equivalent to that of an Administrative Assistant I with the City of Lathrop, and a high school diploma or equivalent.
Administrative Assistant III: Any combination of education and experience that has provided the knowledge, skills and abilities necessary for an Administrative Assistant III. A typical way of obtaining the required qualifications is to possess the equivalent of four years of significant directly related and progressive clerical experience related to municipal government or a related field, and a high school diploma or equivalent.

Responsibilities

Performs routine and complex tasks and duties assigned to classes within the Administrative Assistant series by providing office, clerical and administrative support to management staff and other staff in one or more departments as needed.
Plans, organizes and carries out administrative assignments; researches, compiles and organizes a variety of information from various sources on specialized topics related to programs in assigned areas; assists in a variety of department operations; applies special knowledge in reviewing and determining completeness of applications, permits, records and files.
Types drafts and a wide variety of finished documents from verbal and brief written instructions, and transcribing machine recordings; compiles and maintains records and prepares reports; assists in the preparation of agenda materials, draft reports, resolutions and ordinances; inputs and retrieves information from various computer data management systems such as financial and/or budget systems; maintains a variety of files and records.
Answers phone and greets customers at the front counter; responds to questions and concerns from the general public; provides information as is appropriate and responds to complaints.
Receives and processes fees, enrollment charges, fines or other money; prepares receipts and balances money received; performs accounts payable and receivable for assigned department; initiates, tracks and closes out work orders; orders office supplies; inventories supplies when they arrive; assists with the development, administration and monitoring of a department’s budget.
Maintains calendars of department activities, meetings and various events; schedules meetings; coordinates travel arrangements for department staff as necessary; serves as an assistant to various committees, commission, and task forces; attends meetings as required.
Processes and tracks a variety of permits and applications such as building and transportation permits; initiates and maintains a variety of files and records; ensures proper filing of documents in departmental or central files.
Performs a wide variety of administrative duties for the Department Head, management staff, and other staff, in one or more departments.
Composes independently or from oral instructions, notes or rough draft, a variety of materials including inter-office communications, letters, forms, memoranda, bulletins, legal documents, notices and other materials; proofreads and verifies accuracy of documents; transcribes dictation from a mechanical source.
Prepares a wide variety of reports and forms requiring independent assembly of information, judgment and interpretation; prepares routine agenda reports, ordinances and resolutions for City Council and/or various Commissions.
Coordinates, schedules and attends a variety of public and private meetings as assigned; assures proceedings comply with established requirements; prepares and sends out notices of meetings; maintains appointment and activity calendar; reserves facilities; collects and compiles information for meetings; prepares agendas, supplemental materials and other documents; takes and transcribes minutes as directed.