Senior Administrative Assistant

City of Poway•Poway, CA

7d•Onsite

About The Position

The City of Poway's Community Services department is looking for a collaborative and detail-driven Senior Administrative Assistant who enjoys keeping operations running smoothly and creating positive experiences for staff and community members. In this role, you’ll coordinate meaningful projects, help streamline processes, support budgets, prepare polished communications, and serve as a knowledgeable resource for both colleagues and the public. You’ll provide front line customer service assisting with booking facility rentals, registering for recreation classes, maintaining organized records and schedules, and bringing your strengths in multitasking, problem-solving, and customer service to a team that values initiative and a friendly, can-do approach. If you thrive in a fast-paced environment, take pride in producing accurate, thoughtful work, and enjoy building strong working relationships, we encourage you to apply today! This is a full-time, on-site position and works on a 9/80 schedule with every other Friday off. Provides administrative support to the Department Director and management staff. Performs a wide variety of routine to complex administrative and clerical duties to support departmental and divisional operations. Provides functional supervision over lower-level administrative staff. Coordinates assigned activities, projects and services with other City departments and outside agencies. Receives general direction from an assigned Department Director and/or assigned supervisor. Exercises no direct supervision over staff. May exercise technical and functional direction over and provide training to lower-level staff.

Requirements

Five years of increasingly responsible administrative secretarial, administrative assistant, office management, or related experience.
Equivalent to the completion of the 12th grade, supplemented by specialized training in business or secretarial science.
Valid California class C driver's license or the ability to arrange alternate and timely means of transportation in the performance of assigned duties.

Responsibilities

Plans, organizes, and carries out administrative assignments and special projects related to assigned department; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms.
Responds to routine letters and general correspondence; composes, proofs, edits, and prepares letters, memoranda, and reports pertaining to standard policies.
Collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.
Assists in the preparation and monitoring of assigned budgets, including compiling annual budget requests, recommending expenditure requests for designated accounts, monitoring approved budget accounts, agreements, purchase order, and invoices.
Assists in a variety of department and program operations; coordinates, oversees, monitors, and participates in special projects, assignments, and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.
Performs a wide variety of routine to complex administrative and clerical duties to support departmental/divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies.
Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff; represents the City to all callers and visitors in a professional and customer friendly manner.
Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.
Provides support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; overseeing agenda report process; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required.
Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
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.
Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda from rough drafts, verbal instructions, or transcription machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.
Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
May coordinate community outreach and event details, under the direction of assigned management staff.
Creates and maintains electronic and paper records, including personnel files, agreements/contracts, permits, grants, reports, plans, evaluations and reference lists; acts as department liaison to oversee records management for the department.
Provides training to lower-level and new staff as required.
Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.
Performs other duties as assigned.