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SalaryDescription
The Economic Development Department seeks a dynamic professional for the position of Administrative Assistant to support the Director of Economic Development and assist with administrative operations of the City's newest department. The incumbent will perform highly skilled administrative staff functions including: scheduling meetings, preparing customer correspondence, coordinate events, manage filing systems, records management, collaborate with other City departments, and provide a high level of customer service.
Candidates must possess experience with performing highly responsible administrative-level secretarial work at an executive office level. An ideal candidate will possess excellent communications skills, be highly detail oriented, be able to juggle multiple tasks at the same time, have great interpersonal skills that support and encourage a team-oriented work environment, have strong organizational skills, ability to work in fast paced environment, and be versatile. But most importantly, be ethical, hard-working, team oriented, kind and must have a dynamic personality. Any experience supporting or working in legal, finance, or real estate development fields is desirable, but not required.
Essential Functions
The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
- Assist an executive by planning and organizing general business operations of the department; formulate, affect, interpret and/or implement management policies or operating practices, policies and procedures to expedite work flow and processes and to facilitate the implementation of policies and programs.
- Process responsible administrative details not requiring the immediate attention of the supervisor; initiate and maintain contact with individuals, groups and agencies; receive and investigate complaints; collect, compile and analyze information pertaining to the functions of the department; represent and act for the supervisor in accordance with broad guidelines and good judgment. Proofread materials for clerical accuracy, spelling, syntax, grammar and clarity using judgment in making editorial changes.
- Using broad discretion and knowledge of business operations take and respond to calls; screen inquiries and take messages; schedule appointments; answer questions requiring interpretation, judgment and a thorough understanding of policies and procedures, search for, and abstract technical data.
- Receive, open, date stamp, and screen incoming mail using broad discretions and knowledge of business operations; arrange in priority order, assemble background information, prepare responses where appropriate and distribute to appropriate staff.
- Compose correspondence requiring use of judgment based upon a thorough knowledge of the functions and procedures of the unit which may or may not be reviewed by the supervisor.
- Compile information for a variety of narrative and statistical reports, locate sources of information, devise forms to serve data and determine proper format for finished report, use interpretative judgment as to content; prepare reports and routine staff reports from conducted research.
- Conduct research and make recommendations in the development of department policies, procedures and goals; implement changes as required.
- Using good judgment maintain and coordinate daily calendars and schedules; gather information regarding upcoming meetings or events and ensure that the Executive Manager is fully informed; coordinate all details for upcoming events with individuals/organizations in which the Executive Manager is participating. Make facility and refreshment arrangements.
- May prepare and monitor a division budget (i.e. Administrative Division).
- May provide direct or technical supervision over other clerical and/or part-time employees.
- May take stenographic minutes of public hearings and/or official business meetings conducted and compose minutes.
- May take dictation of letters, memoranda and reports using shorthand notes and dictation/transcription equipment.
- May ensure that legal notices and hearing publications are prepared and posted according to state laws and city ordinances.
- Type forms, schedules, reports, lists, general correspondence, manuscripts, complex agendas, charts, graphs, contracts and statistics.
- Operate a variety of modern office equipment, such as a typewriter, calculator, word processor, computer and printer.
- Some positions in this classification are assigned “Office Manager” responsibilities that include supervision of a large group of clerical support employees. In this role, incumbents perform the following duties:
- Supervise, train, and evaluate employees, interview and select staff; conduct performance and recommend and implement salary increases, promotions and other similar actions; recommend and implement disciplinary actions up to and including termination; schedule work assignments and evaluate work products.
- Provide and/or arrange for staff training and development.
- Manage the Records Retention program for the department.
- Operate a computer to enter and edit a variety of data using numerous programs and formats and devising formats for specialized purposes.
- May assemble departmental City Council agenda packet, bringing forward notes and continued items and gathering additional background materials, as requested.
- Exercise discretion in making itineraries/travel arrangements.
- Develop filing systems for record storage and retrieval; copies, collates, staples and otherwise binds a variety of materials.
- Maintain records of the unit concerning purchases, budget accounts and inventory and requisitions office supplies.
- Design office forms, charts and graphs.
- Maintain personnel files of departmental staff.
- Perform related duties and responsibilities as required.
Qualifications
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities are as follows:
- Experience performing highly responsible administrative-level secretarial work at an executive office level.
- Knowledge of sound Administrative processes; process and procedure development techniques ; sound knowledge of the business operations of the assigned department; files and records management processes and regulations; data collection and analysis techniques; principles of office management; advanced principles and methods of business correspondence and report preparation; modern supervisory principles and practices; general methods of budget preparation and financial record keeping, English usage, spelling, grammar, syntax and punctuation; business math; and business telephone etiquette.
- Ability to effectively manage and organize the work of a professional administrative office; read, understand and apply complex materials; proofread and detect errors in typing, spelling and punctuation; establish and maintain complex filing systems; perform highly skilled secretarial and when appropriate, legal secretarial work; collect, interpret and exercise judgment in organizing data and compiling reports; initiate and compose correspondence; receive confidential information and maintain confidentiality; operate a computer with accuracy; type at a net corrected speed of 50 words per minute; establish and maintain effective relationships with those contacted in the course of work.
- Possession of a valid California Driver's License by date of appointment.
Supplemental Information
Applications will be accepted until Friday, April 12, 2024at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.
The selection process includes, but is not limited to, an oral interview and a skills assessment.
Candidates must be specific and complete in describing their qualifications for this position. Stating "See Resume" is not an acceptable substitute for a completed application. Failure to state all pertinent information may lead to elimination from competition.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method.
The City of Anaheim offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit: https://www.anaheim.net/DocumentCenter/View/30970/Benefits-Summary-Full-Time
For additional information about the City's benefits, visit: www.myanaheimbenefits.com
RETIREMENT BENEFITS – The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.
Note: Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.
To view the current limits and additional CalPERS information, visit:
https://www.anaheim.net/DocumentCenter/View/4783/CalPERS-Rates
