Senior Administrative Assistant (Promotional)

City of West Covina • West Covina, CA

21h • Onsite

About The Position

Under general supervision, assists the administrative head of a major department or division by relieving him/her of administrative detail and by supervising and coordinating office operations. This position compiles data and information and drafts reports and letters. It also assists in coordinating communications within the department or office, and with other departments and the public. This position is promotional and open to current City of West Covina employees only.

Requirements

• Thorough knowledge of English grammar and spelling, filing and record maintenance systems; basic math; modern office methods, procedures, and equipment; considerable knowledge of the principles of office management, supervision, and training; working knowledge of city government and organization is highly desirable.
• Ability to write memos, letters, etc., clearly and in a presentable format; perform a variety of difficult office and clerical work requiring independent judgment; plan work for other employees and direct them in their activities; work effectively and diplomatically with the public and staff; work independently in the absence of specific instructions; follow oral and written instructions.
• Graduation from high school or possession of G.E.D. certificate from an accredited institution.
• Five years of increasingly responsible clerical experience, including a minimum of two years highly responsible secretarial experience in business or a public agency performing work that demonstrates preparation to be a Department Secretary.
• OR Minimum of two (2) years' experience with the City in a full time capacity in the classification of Administrative Assistant II.
• Currently filling a position as Administrative Assistant II to a department or division head with the City.
• Current work duties that significantly involve higher secretarial and basic administrative functions.
• Typing: 55 WPM
• Dictation: 100 WPM (optional skill)
• Proven computer skills and ability to efficiently use standard office software
• A valid California Driver's License with a satisfactory driving record is required.

Nice To Haves

• Working knowledge of city government and organization is highly desirable.
• Dictation: 100 WPM (optional skill)

Responsibilities

• Organizes the flow of communications, paperwork, and activity through the particular department, division, or office.
• Maintains calendar and acts as secretary to the head of the office and principal assistants.
• Directly supervises and trains office employees and indirectly supervises, coordinates, or maintains liaison with other employees working in other units of the department, division, or office.
• Assists in compiling information for annual budgets and special projects.
• Composes and types letters and memorandums after receiving general direction as to content and purpose.
• Establishes procedures to organize and maintain departmental files and records.
• Records the proceedings of staff or citizen committee meetings.
• Depending upon assignment, takes notes and creates memos, letters, minutes, etc.
• Compiles, researches, and organizes data and information and drafts reports.
• Maintains personnel, payroll, equipment, activity, and other official records.

Benefits

• Comprehensive Background Check
• Pre-Employment Medical Examination
• Psychological Evaluation
• Drug Screening (required for safety-sensitive positions; provided at no cost to the candidate).

What This Job Offers

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