Senior Administrative Assistant

City of Escondido • Escondido, CA

3d • Onsite

About The Position

Under general supervision, independently performs a full range of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of assigned programs, division, or department with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; may serve as secretary to councils, commissions and/or boards; and may act as office receptionist. The Senior Administrative Assistant (Classified) class is distinguished from the Senior Administrative Assistant (Unclassified) class in that the latter routinely performs duties and assignments that require confidentiality and discretion related to employee and labor relations.

Requirements

• A typing certificate is required for this position. Failure to attach a valid typing certificate, issued within the last 6 months, certifying your ability to type 45 net wpm in a five (5) minute test, to this application will result in automatic disqualification. Internet typing certificates will be accepted. Online verifiable typing certificates will be accepted from one of the following websites: Ratatype.com; Typing.com; or Freetypinggame.net. Please note that we reserve the right to ask for an additional test to be completed in person, as part of the testing process.
• Equivalent to the completion of the twelfth grade.
• Two years (full-time equivalent) of increasingly responsible clerical experience.
• Ability to type and/or enter data at 40 wpm.
• Ability to perform a full range of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative.
• Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Ability to understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Ability to effectively represent the City to outside individuals and agencies.
• Ability to research, compile, analyze, and interpret data.
• Ability to participate in the preparation of a variety of administrative and financial reports.
• Ability to prepare correspondence and memoranda.
• Ability to implement and maintain standard filing systems.
• Ability to type at a speed necessary for successful job performance.
• Ability to take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
• Ability to operate and use modern office equipment including a computer and various software packages.
• Ability to work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Ability to exercise good judgment in maintaining critical and sensitive information, records, and reports.
• Ability to demonstrate an awareness and appreciation of the cultural diversity of the community.
• 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.
• All positions require the ability to read, write and speak English.

Nice To Haves

• Additional specialized course work in secretarial science, office practices, or a related field is desirable.

Responsibilities

• Plans and organizes work activities; recommends improvements in work flow, procedures and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required; organizes and maintains filing systems; maintains records related to specific area of assignment.
• Performs a wide variety of complex and responsible duties for assigned staff; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records; may receive payments and collect fees.
• Participates in developing and monitoring the assigned budget; compiles annual budget requests; monitors approved budget accounts.
• Participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
• Verifies and reviews materials, applications, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports; provides information and forms to the public; collects and processes appropriate information.
• Serves as liaison between assigned office and other City staff, the general public, and outside agencies; provides information and assistance as appropriate; explains programs, policies, and activities.
• Screens office calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; may sort and distribute mail.
• Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public and outside agencies; coordinates and processes staff travel arrangements.
• As assigned, arranges and coordinates meetings for boards, commissions, and outside agencies; prepares agendas and correspondence; attends meetings and takes, transcribes, and assures proper distribution of minutes.
• Types, word processes, and proofreads a wide variety of reports, letters, memoranda, and correspondence; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence related to assigned area of responsibility.
• Utilizes various computer applications and software packages; develops, enters data, maintains, and generates reports from a database or network system; creates and administers mailing lists; designs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.
• Collects information for, designs, and produces newsletters, brochures, and other specialized documents using desktop publishing software and other computer applications.
• Ensures that all required supplies are available as needed and that the facility and equipment are in proper working order.
• Attends and participates in staff meetings as required; may attend public meetings or hearings and be required to take and maintain minutes for such meetings.
• Performs related duties as required.

Benefits

• The City of Escondido does not discriminate on the basis of race, color, religion, disability, sex, age, national origin, or sexual orientation. We will attempt to reasonably accommodate applicants with disabilities upon request.

What This Job Offers

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