Address
Form of work
SalaryDescription
Under supervision, performs a variety of administrative and clerical duties involved in the support of a City department; and provides general information and assistance to the public. Exercises no supervision.
Distinguishing Characteristics:
Administrative Assistant I:
This is the entry level in the class series. Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class is often used as a training class, employees may have only limited or no directly related work experience.
Administrative Assistant II:
This is the full journey level in the class series. Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and positions at the II level are normally filled by advancement from the I level requiring three years of experience at the I level, successful performance, budget availability and management recommendation. When filled from the outside, the employee is required to have prior related experience which allows the employee to meet the qualification standards for the II level.
Examples of Duties
Examples of duties may include, but are not limited to, the following:
- Performs a wide variety of administrative and clerical duties in support of the assigned Department;
- Researches, compiles, and organizes information and data from various sources on a variety of specialized topics;
- Serves as initial contact/resource person for the assigned office; screens calls, visitors and mail;
- Explains regulations, procedures, policies, systems, rules and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations and others;
- Responds to complaints and requests for information and assistance; researches and gathers information to provide accurate answers and information;
- Types, formats, composes, proofreads, and produces a wide variety of reports, letters, memoranda, spreadsheets and statistical charts;
- Reviews applications, permits, and files, receives payments of fees and issues receipts;
- Initiates and maintains a variety of files and records for information related to the assigned office including official resolutions and ordinances;
- Maintains budget, purchasing, personnel, payroll, and other records to assist in the management or administration of departmental programs;
- Maintains calendars of department activities, meetings, and various events;
- Schedules meetings, prepares and distributes meeting agendas, related materials, minutes, and other formal documents;
- Coordinates travel arrangements for department staff as necessary;
- Serves as clerical support to various committees, commissions, and task forces; and
- Performs related duties and responsibilities as assigned.
Qualifications
Administrative Assistant I:
- One year of responsible clerical experience involving assisting management or administrative staff.
- Three years of responsible clerical or administrative experience assisting management or administrative staff.
Administrative Assistant I/II:
- Equivalent to a high school diploma.
Licenses and Certificates:
- Possession of, or the ability to obtain, a valid California driver's license at the time of appointment.
- Ability to work in a standard office environment;
- Ability to travel to different sites and locations;
- Regularly required to talk or hear;
- Regularly required to stand, walk, sit, twist, turn, kneel, bend, squat, and stoop; use hands to finger, handle or feel; and reach with hands and arms; and
- Frequently required to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Supplemental Information
IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS
Candidates must clearly demonstrate through their application material that they meet the minimum qualifications of the position. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position.
The employment application must be completed and submitted online. Applicants must list current and past work experience. Do not indicate “See Resume”.
Proof of education such as but not limited to, university/college transcripts and degrees must be submitted online with your application. Applicants are responsible for attaching proof of education, certification, and/or license to each position for which they apply.
An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted by the application deadline.
Failure to provide all required documents will result in elimination from the selection process.Please note, the City of Redlands’ preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders.
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 may include a drug/alcohol screening depending upon job classification). The City of Redlands utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
For questions regarding this recruitment, please contact Julie Maher at jmaher@cityofredlands.org
Benefits associated with this position include:
- Medical Insurance – City pays between $750 and $1950 p/mo for employees and eligible dependents depending upon level of coverage;
- Dental Insurance – City pays monthly premium for employees and eligible dependents; 2 plans
- Vision Reimbursement – up to $300 per year
- State Disability Insurance
- Life Insurance - $25,000
- Accidental Death & Dismemberment - $25,000
- The City participates in Social Security
- Vacation Leave – 80 hours accrued in first year
- Sick Leave – 96 hours annually
- 14 Paid Holidays plus 4 Floating Holidays
- Longevity Pay
- Credit Union
- Employee Assistance Program
- Tuition Reimbursement Program - $2000 per fiscal year
- Public Employees Retirement System (PERS) – 2% @ 55 for employees who are considered a "classic" member of Cal PERS or a current member of another California public retirement system who is hired on or after January 1, 2013.
- Public Employees Retirement System (PERS) – 2% @ 62 for an employee who becomes a "new" member of Cal PERS for the first time on or after January 1, 2013 and who was not a member of another California public retirement system prior to that date; employee contributes half of the contribution rate.
