Administrative Assistant - Utilities Division

City of Upland•Upland, CA

2d•Onsite

About The Position

City of Upland is seeking a reliable and proactive Administrative Assistant to support the Utilities Division team and help keep daily operations running smoothly. This role is an excellent opportunity to work closely with leadership and make a real impact on the success of our team. Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

Requirements

Knowledge of administrative principles and practices, including goal setting, time management, prioritization of tasks, and project management.
Knowledge of City organization, ordinances, rules, policies, and procedures applicable to departmental operations.
Knowledge of office administration practices and procedures.
Knowledge of basic research methods and techniques.
Knowledge of database administration practices.
Knowledge of City-wide as well as departmental and divisional administrative procedures, practices, and principles.
Knowledge of principles and practices of sound business communication.
Knowledge of organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
Knowledge of rules and procedures governing the notice and conduct of public meetings.
Knowledge of record keeping, filing, purchasing, and accounting practices and procedures.
Knowledge of business arithmetic.
Knowledge of business letter writing and the standard format for reports and correspondence.
Knowledge of writing and editing skills, including proofreading, grammar checking, and formatting of memoranda, templates, policies, and procedures.
Knowledge of record retention and destruction policies and procedures.
Knowledge of City and mandated safety rules, regulations and protocols.
Knowledge of modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to provide varied and responsible office administrative work requiring the use of tact and discretion.
Ability to enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work.
Ability to interpret, apply, explain, and reach sound decisions in accordance with laws, regulations, policies, and procedures.
Ability to organize and maintain office, specialized, and sensitive files.
Ability to maintain confidentiality and ensure discreet handling in all aspects of personnel or sensitive situations.
Ability to make accurate arithmetic calculations.
Ability to compose correspondence and reports independently or from brief instructions.
Ability to understand and follow written and oral instructions.
Ability to file and maintain automated and hardcopy records, logs, and inventories with accuracy.
Ability to prepare a variety of confidential documents.
Ability to prepare clear, accurate, and concise records and reports.
Ability to use tact and discretion in dealing with sensitive situations and concerned people and customers.
Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Ability to effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Ability to use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.
Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Responsibilities

Types, formats, edits, revises, proofreads, and prints reports, correspondence, memoranda, transmittal sheets, agreements, contracts, legal documents, ordinances, resolutions, technical charts and tables, and other specialized and technical materials; types from rough notes, drafts, dictation, modified standard formats and brief oral instructions; edits and revises materials; develops, revises, and maintains standardized and master documents; composes correspondence, reports, and informational materials; assists in designing and producing technical information handouts.
Answers, screens, and refers visitors, e-mails, and telephone calls; calendars appointments; assists customers at a public counter and by telephone; responds to complaints from customers and the public, refers complaints to appropriate staff and/or takes or recommends action to resolve the complaint.
Maintains departmental personnel files; prepares personnel documents; processes and distributes time sheets; maintains attendance and leave records.
Copies, compiles, and distributes a variety of contracts, reports, and documents.
Prepares and issues permits; collects and processes permit fees and purchase requisitions for payments.
Applies a variety of database, spreadsheet, word processing, and graphics software programs and functions for departmental and division records and reports.
Organizes and maintains databases and determines how information can be extracted for various department reports.
Composes letters, correspondence, and reports for review by department managers and supervisors.
Drafts legal notices; types and mails meeting notices to applicants, property owners, and other interested parties; drafts procedures and arranges for publication of legal notices; may maintain files of Certificates of Publication; may verify publication invoices.
Organizes and maintains department contracts, records, bid documents, proposals, and related information.
Updates department online forms and track class registrations on website or internal software applications, as assigned.
Assembles agenda packets and hearing case files as assigned; ensures all information is accurate and files are complete; drafts legal notices; types and mails meeting notices to applicants, property owners and other interested parties; drafts procedures and arranges for publication of legal notices; maintains files of Certificates of Publication; and verifies publication invoices.
Complies with City and mandated safety rules, regulations, and protocols.
Process and track departmental invoices to ensure timely payment.
Performs other duties as assigned.