Senior Staff Assistant (Solid Waste)

City of Sacramento • Sacramento, CA

2d • Hybrid

About The Position

This position provides ongoing administrative support for personnel programs, including payroll and leave administration, vacation and lunch bidding processes, personnel action requests, position control reporting, employee records management, and compliance tracking. This position will assist with safety and training programs by maintaining training records, entering required certifications into applicable systems, and supporting divisional safety initiatives. Additionally, this position will coordinate facility and office support functions, including supplies, access control, lockers, keys, work orders, and other operational needs. The Recycling and Solid Waste Division is seeking an individual who has general administrative experience with preferred specialized knowledge of human resources support functions. The ideal candidate will have the ability to communicate effectively and tactfully while fostering positive working relationships. The ability to work in a team environment and independently, depending on the task, is valued. Experience with operational organizations and providing customer service is highly desirable.

Requirements

• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment and business writing.
• Record keeping principles and procedures.
• Mathematical calculations.
• Policies, practices, and procedures.
• Use of computers, computer applications, and software.
• Type at a speed of 40 to 50 net words per minute.
• Maintain the confidentiality of selected documents and records as required.
• Set up and type reports, correspondence, memos, charts, and related documents.
• Operate modern office machines and equipment.
• Learn department policies, procedures, organization, and operating details.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply a body of technical information beyond normal department policies and procedures.
• Communicate effectively, verbally and in writing.
• Work cooperatively with other departments and outside agencies.
• Work independently with minimal supervision.
• Handle multiple projects while maintaining accuracy.
• Three years of progressively responsible clerical experience equivalent to a Staff Assistant classification in the City of Sacramento.
• Completion of specialized business or clerical courses may substitute for experience on a year-for-year basis to a maximum of one year.

Nice To Haves

• Specialized knowledge of human resources support functions.
• Ability to communicate effectively and tactfully while fostering positive working relationships.
• Ability to work in a team environment and independently.
• Experience with operational organizations.
• Providing customer service.

Responsibilities

• Researches, compiles, tabulates, checks, and maintains data for special projects and various statistical and financial reports; prepares basic statistical reports, charts and graphs; maintains records for funds and expenditures; maintains complex filing systems and databases. compiles and maintains confidential materials and records related to labor negotiations.
• Types and proofreads a variety of documents including reports, memos, and statistical charts from oral direction, rough draft forms, copies, notes, or transcribing machine recordings; operates adding machines and other office equipment; composes routine correspondence.
• Receives, reconciles and matches bills, claims and other documents, verifies information and searches for missing information; maintains inventory records and information logs; processes purchase requisitions; maintains purchase records; resolves errors in orders received and invoices; orders office supplies; submits expense claims.
• Compiles, tracks, and maintains contract and insurance certificate files for consultants and vendors; reviews and analyzes such contracts and certificates to ensure compliance with the City’s insurance requirements; processes, completes, and forwards proper forms with necessary signatures to appropriate outside administrative agencies on a timely basis.
• Schedules appointments and various meetings; acts as receptionist; answers the telephone and waits on the general public, gives information on department policies and procedures as required.
• Issues, receives, types, and processes various applications, permits, and other forms; reviews, process and files routine forms; responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations; explains program requirements.
• Assists in the training of new personnel.
• Provides exceptional customer service to those contacted in the course of work.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed