Administrative Assistant I/II

City of Merced•Merced, CA

20h•Onsite

About The Position

Under supervision (Administrative Assistant I) or general supervision (Administrative Assistant II), coordinate and perform a variety of administrative support work for a major City work unit, board, or commission; provide support for designated management and/or administrative staff; perform difficult and specialized office support, information gathering, information preparation, and public relations assignments; and perform related work as required. Administrative Assistant I: This is the first working level in the Administrative Assistant class series. Incumbents perform a variety of specialized office and administrative support assignments. This level is distinguished from the next higher level of Administrative Assistant II by the scope of administrative support responsibilities performed at this level and often work with some guidance and direction from a higher level Administrative Assistant position. Administrative Assistant II: This is the second working level in the Administrative Assistant class series. Incumbents have responsibility for providing primary administrative support for an assigned City work unit, service area, board, or commission. This level is distinguished from the next lower level of Administrative Assistant I, by having a broader scope of administrative support responsibilities performed and the fact that the positions are assigned primary support responsibilities for a major work unit, board, or commission. It is distinguished from the Administrative Assistant III level by the fact that the Administrative III level has overall administrative support responsibilities for one of the large City Departments.

Requirements

Equivalent to the completion of the twelfth grade.
Three years of increasingly responsible work experience performing a variety of office and administrative support work, including substantial experience in a position requiring frequent public/customer contact (for Administrative Assistant I).
Four years of increasingly responsible work experience performing a variety of office and administrative support work, including substantial experience in a position requiring frequent public/customer contact at a level equivalent to Administrative Assistant I with the City of Merced (for Administrative Assistant II).
Knowledge of City and Department policies, rules, and regulations.
Knowledge of organization, operation, services, and programs of the City and of outside agencies as necessary to assume assigned responsibilities.
Knowledge of establishment and maintenance of files and information retrieval systems.
Knowledge of proper English usage, spelling, grammar, and punctuation.
Knowledge of overall concept of different account lines, project lines, Department programs, shift schedule, memoranda of understandings (MOU), encumbrances, and grants.
Knowledge of current notary regulations and practices.
Knowledge of Public Records Act and Brown Act requirements.
Knowledge of basic principles and practices of purchasing policies.
Knowledge of basic principles and practices of fiscal, statistical, and administrative research and report preparation.
Knowledge of principles and practices of sound business communication.
Knowledge of principles of business letter writing.
Knowledge of records management principles and procedures including fiscal record keeping and filing principles and practices.
Knowledge of basic accounting and bookkeeping principles and practices.
Knowledge of basic principles and practices of budget preparation and administration.
Knowledge of methods and techniques of proper phone etiquette.
Knowledge of mathematical principles and algebraic equations.
Knowledge of customer service and public relations methods and techniques.
Knowledge of office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Ability to maintain primary responsibility for administrative support work for the City service area, board, or commission to which assigned.
Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Ability to perform a wide variety of specialized office and administrative support work for an assigned Department and management/supervisory staff.
Ability to interpret, explain, and apply City and Department policies, rules, and regulations.
Ability to work with considerable independence and initiative while exercising good judgment in recognizing scope of authority.
Ability to gather, organize, analyze, and present a variety of data and information.
Ability to prepare clear, concise, and accurate records and reports.
Ability to prepare public relations and informational material.
Ability to deal tactfully and courteously with the public, representatives of other agencies, and other City staff when explaining the functions and policies of the service area, board, commission, or Department where assigned.
Ability to ensure the most up to date information for various tasks and programs within assigned Department.
Ability to adhere to department guidelines and procedures.
Ability to adhere to MOU requirements.
Ability to use sound judgment, think clearly, act calm during difficult situations and recognize emergency situations.
Ability to perform critical thinking and problem solve.
Ability to perform multiple tasks simultaneously and exercise attention to detail.
Ability to retain detailed information and relay to others accurately.
Ability to interpret and apply applicable Federal, State, and local laws, codes, and regulations.
Ability to participate in researching, compiling, analyzing, and interpreting data.
Ability to participate in the preparation of a variety of administrative and financial reports.
Ability to establish and maintain a variety of specialized files and records.
Ability to independently prepare correspondence and memoranda from brief instructions.
Ability to perform routine mathematical calculations.
Ability to work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Ability to plan and organize work to meet changing priorities and deadlines.
Ability to utilize public relations techniques in responding to inquiries and complaints.
Ability to operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective working relationships with those contacted in the course of work.

Nice To Haves

Possession of an appropriate California Driver License.
Specific typing skills (may be required for some positions).
Some positions may have additional departmental requirements.

Responsibilities

Perform a variety of administrative support functions for an assigned City service area, board, or commission.
Perform a variety of administrative support work for an assigned City management position(s); gather information and perform special projects; and perform fiscal support assignments.
Perform public information and relations assignments, including receiving office visitors and telephone callers, and providing comprehensive information about Department policies, functions, and procedures; receive and handle public complaints; prepare and process requests for refunds to customers; mail out notices to the public; and forward technical questions to the appropriate department.
Develop, prepare, create, and process activity reports, special reports, and forms; input data into computer records and generate reports; maintain online databases and operate a variety of office equipment; type or use a word processing program to prepare a variety of documents; proofread various documents; and maintain filing of all original documents.
Develop information systems and prepare distributions of forms and public notices related to Department functions.
Schedule tours and demonstrations at City facilities.
Provide explanations of City codes and ordinances, as needed.
Maintain permit, insurance, and contract data; prepare and draft contracts for signature, oversee the routing process, and verify insurance requirements.
Prepare and distribute bills related to Department functions; maintain and update accounts receivable data; maintain chain of custodies and function codes to verify billing prices; maintain Department and/or work unit payroll information for submission to City Finance, as needed; and track staff time for grant projects.
Prepare, process, calculate and route accounts payable, Request for Proposals (RFP), and requisitions and purchase orders; process payment requests from vendors and contractors; and review and manage invoices.
Receive and distribute Department and/or work unit mail and payroll checks, as needed; maintain inventory of office supplies; and enter department timesheets.
Coordinate agenda preparation and prepare minutes of board, commission, and committee meetings and agenda items, ordinances, reports, resolutions or recommendations; follow-up on resolutions and minutes for files; perform set up duties for meetings including for presentations and running the recording equipment and archiving recordings; and correspond with requesting parties and prepare work orders for departments to complete.
Prepare, process, schedule, coordinate, and maintain various inspections, appointments, meetings, interviews, fees and agreements.
Perform special projects as assigned; assist in planning, coordinating, and implementing assigned programs and events; assist in monitoring assigned programs; and prepare, maintain, and process notices and documentation.
Assist with budget preparation, including running reports and entering pertinent data; prepare internal budget transfers; and prepare documentation for grant opportunities and keep records for eligibility.
Perform various notarization duties, as needed.
Coordinate, make, process, and confirm staff travel arrangements; arrange for transportation and accommodations for travel; check and process expense claims; make payments to vendors; and process paperwork for travel accounting.
Process and distribute employee notifications including job announcements, special events, and informational flyers.
Prepare new files for applications; research files and past applications as requested by public or staff.
Maintain and update interdepartmental procedures and manuals; process certifications, memberships, subscriptions, and renewals.
Assist, train and guide other staff with processes, procedures and policies.
Maintain and update content and images on the department's website and other social media.
Perform related duties as required.