Administrative Assistant

City of Manhattan Beach•Manhattan Beach, CA

About The Position

Under general supervision, perform a variety of responsible secretarial, clerical and administrative work in support of an assigned division or office; inform and assist the public, in person or via the telephone, regarding division and/or departmental policies and procedures; and do other related work as required. Provides administrative, general clerical support tasks, logistical, and technical support to one or more managerial, professional, or technical staff positions.

Requirements

Requires a high school diploma or G.E.D.
Two (2) years of increasingly responsible secretarial and clerical experience.
Must have a valid California driver’s license at the time of employment.
In accordance with California Government Code Section 3100, City of Manhattan Beach employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State.
Knowledge of: Office methods, practices, procedures; city policies and protocols; departmental policies and procedures; correct English usage, including spelling, grammar, and punctuation; customer service skills, including ascertaining a customer’s needs and directing accordingly; record keeping procedures and systems; and research methods.
Ability to: Learn dictation and follow direction; interpret and explain department policies and procedures; anticipate needs; plan, organize and prioritize administrative assignments to meet deadlines; take minutes and provide administrative support to assigned executives or managers; establish and maintain departmental files and records; communicate effectively, both orally and in writing; proofread and prepare clear, accurate, and concise records and reports; and work effectively and cooperatively with staff, management, vendors, contractors, consultants, public and private representatives, and others encountered in the course of work.
Skill in: Operating a variety of office equipment including personal computer software and other electronic processing equipment; using word processing, spreadsheet, graphics, and specialized software applications programs such as MS Outlook, Acrobat, and Tyler Munis; and using internet resources and social media.

Responsibilities

Types, proofreads, and processes documents including general correspondence, memoranda, staff reports, and statistical information from rough draft or verbal instructions; and independently composes correspondence related to assigned responsibilities.
Composes routine correspondence; compiles data; sorts, establishes and maintains file retrieval systems and pertinent records; and prepares and distributes documents; maintains and reviews forms, database, spreadsheets, and other records to support work processes.
Greets visitors; provides assistance to customer over the phone, via email, and behind the counter; and routes information to appropriate people.
Receives and responds to inquiries from other departments, other agencies, and the general public; perform clerical support tasks.
Operates standard office equipment such as the telephone, copier, fax machine, calculator, personal computer, and other automated systems and programs which are relevant to assigned department.
Orders office supplies; screens, sorts and distributes mail and prepares outgoing mail and packages.
Receives invoices and processes payments; may track departmental budget.
Coordinates logistics for meetings or events including preparation for notifications, meeting room set-ups, or catering.
Maintains schedules and calendars for staff as assigned.
May handle departmental mail and review timesheets, billing records, and expense records.
Performs other related duties as assigned.