Administrative Staff Assistant

City of Santa Monica•Santa Monica, CA

7d•Hybrid

About The Position

Performs more complex clerical work of an administrative nature which includes responsibility for recommending a course of action to management in specified areas; gathering and evaluating data; and preparing and evaluating a variety of fiscal records. Works under the general supervision of a professional, supervisory or management employee, who outlines work assignments and periodically reviews work in progress and upon completion. May train and coordinate the work of other clerical, as-needed or temporary staff, as assigned.

Requirements

Knowledge of: Basics of public administration, Report writing, Public relations and area(s) of specialization, Modern office procedures, practices and equipment, Business English, spelling, and punctuation, Simple mathematics, Purposes, methods and practices of technical and financial recordkeeping, Recordkeeping principles and procedures, Effective customer service techniques
Ability to: Communicate effectively both orally and in writing, Analyze information and assists in finding solutions to administrative problems, Act as a resource to supervisory/staff and department personnel, Keep abreast of current developments in area(s) of specialty, Prepare financial reports, Follow oral and written instructions, Perform mathematical computations, Set up and maintain filing and other recordkeeping systems, Establish and monitor office procedures and practices, Work in an ongoing confidential relationship with one or more specified management or professional positions, Establish and maintain effective and cooperative working relations with City employees and the general public, Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches, Provide effective customer service
Skill in: Typing at a corrected speed of 25 words per minute, The use of a personal computer and various software applications
Graduation from high school or the equivalent.
Four years of recent, paid increasingly responsible work experience preparing and maintaining administrative, financial, fiscal, and statistical records and/or reports and performing other administrative, accounting, or related duties.
An associate’s degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.

Nice To Haves

Typing/Keyboarding, Microsoft Word and Excel

Responsibilities

Researches the less complex of administrative problems, conducts studies and surveys and produces reports recommending appropriate courses of action for solutions to problems.
Compiles various narrative and statistical agreements, statements and analyses, locates sources of information, devises forms to secure data and determines proper format of finished product; may assist an executive in carrying out an administrative function.
Interprets and applies rules, regulations and policies; revises, modifies and writes new policies and procedures; and keeps abreast of current developments, legal and otherwise in areas of specialty.
Acts as a resource to the public, City departments and other agencies on departmental programs and policies; assists in preparing and disseminating information on such and handles complaints and requests for information; prepares less complex reports, press releases, documents and correspondence and may make public presentations.
Prepares analytical reports on revenues and expenditures; compiles budget requests and recommends expenditure requests for designated accounts.
Performs difficult and complex clerical tasks including typing correspondence and reports; files and maintains materials; operates office equipment; processes forms, records and reports; responds to inquiries, requests and complaints and provides information, and/or makes referrals; arranges meetings and registers staff for conferences and prepares technical materials, as appropriate.
May represent supervisor at meetings.
Enters and reviews data and verifies input.
Performs other duties, as assigned.