Administrative Assistant

The City of Milpitas is recruiting for experienced Administrative Assistants. This is an excellent opportunity to grow your career in public service, with a fast paced and innovative team.
Ideal candidate: The ideal candidate will be an experienced administrative professional, who thrives in a team environment. The incumbent will provide administrative support to the Department Director and assigned senior management staff. This position requires close attention to detail, the ability to quickly change priorities based on department need, effective communication skills and outstanding computer skills, especially in Microsoft Office Word and Excel. Incumbents in this position are expected to be customer focused and possess excellent organizational skills.
DISTINGUISHING CHARACTERISTICS
This class is distinguished from other office support classes by the level of secretarial and administrative support duties which are provided for a designated department head. These duties require the frequent use of tact, discretion, independent judgment and initiative. Incumbents work under direction of the department head and may exercise lead supervision over other office support staff.
Duties may include but are not limited to the following:

• Provide varied complex, responsible and confidential administrative assistance for a department head including personnel evaluations and notices of disciplinary action.
• Receive and screen telephone calls and visitors to provide information, take messages and resolve complaints.
• Organize and maintain general and confidential files.
• Respond to letters and general correspondence of a routine nature, independently.
• Type letters, reports and memoranda using word processing or computer equipment; review and edit finished documents.
• Make travel arrangements, maintain appointment schedules and calendars, and make arrangements for meetings and conferences.
• Interpret and apply administrative and departmental policies, laws, rules and procedures.
• Compile data and prepare reports and special documents as assigned.
• Supervise, initiate and maintain a variety of records and files including confidential materials.
• Handle service requests received from the public; refer as appropriate.
• Screen mail and distribute to department staff.
• Attend meetings, take notes and prepare summaries.
• May provide lead direction, training and review of work of office support staff.
  

Education and Experience:

• Any combination of education and experience that would likely provide the required knowledge and skills is qualifying.

A typical way to obtain the knowledge and skills is:

• Equivalent to three years of general clerical or office support experience comparable to that of a Public Services Assistant II, Office Assistant II or Police Clerk II with the City of Milpitas.

For the full class specification, including required knowledge and abilities, visit: Administrative AssistantAlthough the current vacancies are in the Finance and Engineering Departments, the list generated from this recruitment may be used to fill other vacancy if they arise during the life of the list. Employment Type: Full-Time