Administrative Assistant (Environmental Services - Water/Wastewater Division)

City of Arcata • Arcata, CA

9d

About The Position

The City of Arcata is recruiting an Administrative Assistant in its Environmental Services Department, Water/Wastewater Division. Under the general supervision of higher-level staff, the position performs a wide variety of general and specialized administrative and support duties for an assigned division or program area, along with other related duties as assigned.

The role supports divisional operations through document preparation and review, recordkeeping, data entry and reporting, budget-related tasks, customer service, public contact, and coordination with City staff and outside groups. Work is generally performed in an office environment. Employees are designated Disaster Service Workers and must complete assigned related training and return to work when ordered during an emergency.

Requirements

• High school graduation or equivalent, with supplemental or specialized training in related administrative or support functions and relevant computer software applications.
• At least one year of progressively responsible administrative support experience involving frequent public contact and customer service.
• Valid California Driver’s License.
• Knowledge of applicable codes, regulations, policies, technical processes, and procedures related to the assigned division.
• Knowledge of office methods and practices, modern office equipment, and relevant computer hardware and software, including project tracking, word processing, spreadsheet, database, and web design applications.
• Knowledge of fiscal, statistical, and administrative research techniques; information sources and data collection; report preparation; English usage; and records management.
• Ability to perform general and specialized administrative support duties for a division or program area.
• Ability to understand City and outside-agency organization and operations as necessary for assigned responsibilities, and to interpret and apply policies, procedures, laws, codes, and regulations.
• Ability to organize and maintain division files and records and to prepare accurate, complete, and policy-compliant correspondence, reports, forms, and other documents.
• Ability to communicate clearly and effectively orally and in writing; operate a computer, necessary software applications, and standard office equipment; organize work around changing priorities and deadlines; and maintain effective cooperative working relationships.
• Commitment to understand and support diversity and inclusion in the workplace.
• Ability and willingness to complete required pre-employment physical examination and DOJ fingerprint clearance; a satisfactory driving record is required if driving for City business.

Responsibilities

• Plan, coordinate, implement, and monitor administrative support activities, special projects, and programs for the assigned division.
• Compose, prepare, maintain, review, and verify reports, logs, letters, memoranda, forms, and other materials for completeness and compliance with applicable procedures and regulations.
• Research, compile, analyze, enter, and verify information; maintain computer-based tracking information, databases, records, lists, spreadsheets, and reports.
• Maintain accurate and current office files, records, logs, accounts, and compliance-related information.
• Prepare and process forms and other documents requiring data development and administrative support.
• Assist with budget-related activities, including monitoring expenditures, processing purchase orders and check requests, receiving payments, processing receipts, and disbursing and reconciling petty cash.
• Serve as a liaison between the assigned division, the public, City staff, and outside groups and agencies; provide information and assistance about relevant programs, policies, and activities.
• Receive and screen visitors, telephone calls, email, and written correspondence; respond to complaints and information requests, use independent judgment as appropriate, and refer or resolve issues.
• Create and maintain manual and electronic filing systems; help prepare files for storage or destruction and protect confidential files.
• Order and maintain division supplies, materials, and inventory.
• Attend meetings outside normal work hours as necessary, work extended hours as necessary to complete projects, and travel for training or meetings.
• Complete assigned Disaster Service Worker training and return to work as ordered in an emergency.

Benefits

• City pays the majority of medical coverage premiums for employees and their dependents.
• City pays 100% of dental and vision coverage premiums.
• A $400 per month health insurance opt-out option may be available, if applicable.
• Immediate City contribution to deferred compensation.
• Vacation accrual increases with service.
• Longevity pay.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED