Administrative Assistant (Full-Time)

City of Bellflower•Bellflower, CA

2d•Onsite

About The Position

The City of Bellflower is seeking a full-time Administrative Assistant to support the Parks and Recreation Department. The department is looking for a detail-oriented and dependable professional with strong customer service, communication, and organizational skills. This position supports all administrative functions of the Parks and Recreation Department, including departmental operations, recreation and community service programs, grant management, transportation services, special events, the Communications and Marketing Division, and the Information Technology Division, as well as department-related personnel and finance functions. It serves as a key support resource for the Executive Assistant III and department managers and reports directly to the Recreation Manager. Responsibilities span the entire department to ensure effective coordination and delivery of services.

Requirements

Equivalent to the completion of twelfth (12th) grade
One (1) year of general office clerical experience.
Possession of an appropriate, valid driver’s license and insurability at regular rates for the City’s automobile insurance.
Modern office practices, methods, and computer equipment and computer applications related to work.
Record keeping principles and procedures.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to respond to and effectively prioritize multiple phone calls and other requests for service.
Ability to learn, interpret, and apply administrative and departmental policies and procedures.
Ability to perform responsible clerical support work and be able to type with accuracy, speed, and minimal supervision.
Ability to learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Ability to organize, maintain, and update office database and records systems.
Ability to file materials alphabetically, chronologically, and numerically.
Ability to enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Ability to organize own work, set priorities, and meet critical time deadlines.
Ability to operate modern office equipment including computer equipment and software programs.
Ability to use English effectively to communicate in person, over the telephone, and in writing.
Ability to use tact, initiative, prudence, and judgment within narrowly defined policy, procedural, and legal guidelines.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Responsibilities

Screens calls and visitors; greets visitors at front counter and directs them to appropriate locations and/or staff; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff.
Answers multi-line phone system; routes messages from general voicemail box to appropriate City staff.
Receives, opens, sorts, and routes incoming mail and packages; routes facsimile documents received to appropriate staff; logs and arranges pick-up of outgoing packages.
Performs a variety of routine office support duties to support departmental operations, including filing, data entry, and preparing spreadsheets, files, records, and reports.
Processes applications and requests for documents; maintains databases, spreadsheets, and weekly logs; uploads documents, spreadsheets, permits, and other materials to City’s website; creates program guides.
Processes program applications pertaining to the assigned department; may take photos and issue identification cards; updates applicant data; creates program guides, spreadsheets, and temporary program documents; explains program guidelines and services; orders program supplies as necessary.
Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Prepares, copies, collates, and distributes a variety of documents, including letters, notices, and forms, rosters; ensures proper filing of copies in departmental or central files.
Maintains and updates departmental record systems; enters, updates, and retrieves information from computer application systems as required.
Performs other duties as assigned.