Administrative Assistant Ii

Salary: $50,024.00 - $67,038.40 Annually
Location : City of Watsonville, CA
Job Type: Regular Full-Time
Job Number: 2024-00021
Department: City Clerk
Opening Date: 03/19/2024
Closing Date: 4/5/2024 5:00 PM Pacific
Description
DEFINITION
To perform a variety of administrative support functions related to the activities and operations of a large City department; to act as Administrative Assistant to a department head relieving him/her of administrative details; and to perform a wide variety of complex secretarial and clerical duties.
DISTINGUISHING CHARACTERISTICS
This job class functions at the advanced journey level of classification and is the second level of the administrative support secretarial class series. Performs a broad range of administrative detail assignments and complex secretarial work in support of department operations, activities, and various department staff in addition to the department head. This job class requires extensive staff, public, and organizational contact requiring the accurate interpretation of departmental policies, procedures, standards, and requirements.
SUPERVISION RECEIVED AND EXERCISED

• Receives limited supervision from assigned department staff

• May coordinate, direct, and monitor the work of student assistants or other non-City employees in a lead capacity.

Examples of Duties
Duties may include, but are not limited to, the following:

• Performs and handles routine administrative details not requiring the immediate attention of assigned department head
• Performs a variety of complex secretarial duties in support of departmental activities, operations, and staff
• Acts as information source regarding department policies, procedures, standards, and requirements; provides information where independent judgment, knowledge, and interpretations are utilized
• Performs keyboard tasks at a moderate rate of speed
• Compiles data and prepares and assists in the preparation of a variety of reports and documents including payroll information and financial statements
• Establishes and maintains a wide variety of records and files related to departmental operations and activities
• Receives calls and visitors; provides information, answers questions, and/or refers callers to appropriate person as needed
• Receives, opens, and distributes incoming mail
• Assists in the preparation of budgets; monitors, posts, and tracks expenditures
• Prepares and maintains calendar for department operations; notes due dates and schedules meetings; notifies staff members, tracks progress, and confirms dates and times
• Takes and transcribes dictation and/or notes from oral presentation and tape
• Attends meetings as assigned; takes and transcribes minutes of meetings
• Composes correspondence independently
• Makes travel arrangements
• Screens phone calls, providing information, answering questions or referring callers to appropriate persons
• Types, assembles and distributes a variety of documents/materials including letters, correspondence, memos, reports, minutes of meetings, statements, budgets, resolutions, and requisitions
• Inventories and orders department office supplies, maintaining appropriate supply levels
• Operates a variety of standard office equipment
• Performs related duties similar to the above in scope and function as required

Other duties may include:

• Administering English/Spanish bilingual tests
• Proofreading and editing translations
• Notary Public services
• Performing Live Scan Department of Justice Fingerprinting

EMPLOYMENT STANDARDS
Knowledge of:

• proper English usage, grammar, punctuation, vocabulary and spelling
• proper office methods, procedures, and practices including software, filing systems, business correspondence, receptionist and telephone techniques
• financial record keeping procedures and techniques
• local governmental operations, policies, rules regulations, and procedures

Ability to:

• maintain strict confidentiality
• multi-task
• organize and prioritize work assignments

• learn the activities and operations of assigned department
• learn, interpret, and apply City and department rules, laws, and policies
• perform complex secretarial/clerical work with speed and accuracy
• apply good judgment in recognizing scope of authority
• analyze situations and take appropriate action regarding routine procedural matters without immediate supervision
• perform keyboard tasks at a moderate rate of speed
• take and transcribe notes and/or dictation with speed and accuracy
• understand and follow complex oral and written instructions in an independent manner
• operate standard office equipment/machines
• perform arithmetical calculations using addition, subtraction, multiplication, and division
• communicate via radio and hear dispatch radio signal
• establish and accurately maintain a variety of complex records and files and prepare related reports
• effectively and tactfully communicate in both oral and written forms
• hear adequately to converse on the telephone and in person
• intermittently bend and twist to reach equipment on surrounding desk
• intermittently reach above and below shoulder level to reach books, files and reports on shelves and in filing cabinets
• grasp files, documents and equipment with right and left hands
• climb stairs
• squat and kneel to reach files and related legal documents
• sit at a desk using near vision for long periods of time
• work indoors in an office environment subject to heat/cold and fragrances such as perfumes
• speak English
• speak Spanish highly desirable
• establish and maintain effective work relationships with those contacted in the performance of required duties

Typical Qualifications
Training and Experience: Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Four years of increasingly responsible administrative support and secretarial work experience.

Supplemental Information
The candidate will be appointed for a 12-month probationary period. Names of successful candidates who do not receive a job offer will be placed on an employment list which normally remains effective for one year. The Human Resources Department may abolish an Employment list at any time the needs of the City so require. This position is represented by the Confidential bargaining group.
Prior to appointment to the position of Administrative Assistant II, a medical examination and Department of Justice LiveScan fingerprinting will be required.
The City of Watsonville is an Equal Opportunity Employer and encourages workplace diversity.
The City of Watsonville is committed to compliance with the Americans with Disabilities Act by including people with disabilities in all of its programs and activities.
NOTE: THIS ANNOUNCEMENT DOES NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISIONS CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVISED WITHOUT NOTICE.
City of Watsonville offers excellent medical, dental and vision benefits for the employee and dependents. Benefits also include holidays, vacation, and sick leave. The City offers Public Employees Retirement benefits. Employees shall pay the full employee share of CalPERS contribution.