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Form of workSalary : $58,409.63 - $74,548.06 Annually
Location : Signal Hill, CA
Job Type: Administrative Support
Job Number: 2023-0066
Department: Public Works
Opening Date: 11/21/2023
Max Number of Applicants: 350
Position Description
The City of Signal Hill is recruiting for an Administrative Assistant to join the Public Works team!
Under general supervision, performs a broad range of varied administrative, technical, and clerical functions in support of a department or one or more divisions; and administers databases, supports commissions or committees, and prepares and reviews records and reports. The existing vacancy is in the Public Works Department; and will be assigned to either the division of Engineering or City Yard, but may perform duties to assist both divisions concurrently.
Public Works City Yard
The incumbent is part of a collaborative work team and provide general administrative support and program coordination for Public Works Yard maintenance, water and fleet staff and perform duties such as but are not limited to: serve as primary department contact for inquiries from the general public and city personnel; receive and manage phone calls and radio traffic; schedule trainings, meetings, and resources; manage staff training compliance; assist with data research, work order processing, departmental purchasing process; prepare payroll timesheets and standby duty scheduling; manage workflow tracking software applications; maintain various program documentation; monitor regulation and legislation updates; coordinate emergency response drills; code invoices and reconcile division expenditures; manages and coordinates regulatory compliance with State and Local agencies; and maintain the Records Retention program for the Yard Division.
Public Works Engineering
The incumbent serves as the initial contact person for the public seeking information regarding the Department's programs and services at the counter and over the phone, and interacts with the City Council and staff in other departments. The incumbent will perform duties such as but are not limited to: review the Department's staff reports on the City Council agendas; assist with capital project coordination including bidding, contracting, documentation, and project inspection scheduling; maintain the Records' Retention program for the Engineering Division; code invoices, issues encroachment permits, represent the Department in the committee meetings, maintain chronologic, development, water, traffic, and alphabet files; process and responding to water conservation complaints; order department supplies; and file annual assessment with LA County.
THIS RECRUITMENT IS OPEN UNTIL A SUFFICIENT NUMBER OF QUALIFIED APPLICATIONS ARE RECEIVED. IT MAY CLOSE AT ANY TIME.
APPLY IMMEDIATELY.
The first review of applications will take place on December 18, 2023. The most qualified candidates will be invited to participate in a written exam tentatively scheduled for January 9, 2024.
Example of Duties
Essential functions, as defined under the Americans with Disabilities Act may include, but are not limited to the following characteristic duties, responsibilities, knowledge, skills and other characteristics.
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities:
Minimum Qualifications
Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical way of obtaining the required qualifications is to possess:
Education: High school diploma or GED; and
Experience:Three (3) years of recent full-time experience performing increasingly responsible office support and administrative duties. Experience performing similar duties in a city or county government is highly desirable.
Additional Requirement: The submission of a typing test is not required as a qualifying step for the recruitment, however, the position does require highly proficient typing skills.
License/Certification: A valid California Class C driver's license is required.
Those candidates most closely meeting the requirements of the position will be invited to participate in the examination process.
Skills, Knowledge and Abilities
Knowledge of:
ADDITIONAL INFORMATION
The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.Selection Procedure:
All statements made on applications are subject to investigation and verification. Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Signal Hill. Resumes will not be accepted in lieu of a completed City application and supplemental questionnaire.
Admission to the competitive examination may be limited to those whose applications show the best combination of qualifications in relation to the requirements and duties of the position. Any part of the examination process may be qualifying only.
Equal Opportunity Employer:
The City of Signal Hill is an Equal Opportunity Employer and supports workplace diversity.
Americans with Disabilities:
Applicants with disabilities who require special testing arrangements must contact Human Resources. If you have a disability for which you require an accommodation, please contact Human Resources at or (562) 989-7307/4 no later than 5 business days before the test date.
Fingerprinting:
Applicants who are selected for hire are fingerprinted during the pre-placement processing period. All fingerprints will be processed with the Department of Justice to verify criminal records or absence thereof.
Physical Examination:
Employment offers are conditional based, upon the successful completion of a medical examination which may include drug and alcohol screening. Physicals are performed by the City's designated physician at the City's expense. Candidates are cautioned not to quit their jobs or give notice to their current employers until they are determined to be medically qualified.
Oath and Disaster Service Worker:
All City employees are required to sign the Oath or Affirmation of Allegiance for Public Employees upon the beginning of employment. Pursuant to California Government Code Section 3100, all City employees are required to perform assigned emergency service duties in the event of an emergency or disaster and are required to sign a Disaster Service Worker Statement upon hire.
EMPLOYEE BENEFITS- AVAILABLE TO FULL-TIME CITY EMPLOYEES
City of Signal Hill is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, sexual orientation, marital status, medical condition, genetic information, national origin, military or veteran status, ancestry, disability, and age (over 40), or any other classification protected by federal, state or local laws.
AN EEO/ADA/VET Employer.
01
Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions. Failure to fully detail all experience or stating experience in response to the Supplemental Questions but not listing the experience in the application, copying/pasting information, or responses referring to your resume may eliminate you from consideration.I certify that all information provided on this application and the Supplemental Questions is true to the best of my knowledge.
02
What is your highest level of education achieved?
03
How many years of recent, full-time experience performing increasingly responsible office support and administrative duties do you have?
Location : Signal Hill, CA
Job Type: Administrative Support
Job Number: 2023-0066
Department: Public Works
Opening Date: 11/21/2023
Max Number of Applicants: 350
Position Description
The City of Signal Hill is recruiting for an Administrative Assistant to join the Public Works team!
Under general supervision, performs a broad range of varied administrative, technical, and clerical functions in support of a department or one or more divisions; and administers databases, supports commissions or committees, and prepares and reviews records and reports. The existing vacancy is in the Public Works Department; and will be assigned to either the division of Engineering or City Yard, but may perform duties to assist both divisions concurrently.
Public Works City Yard
The incumbent is part of a collaborative work team and provide general administrative support and program coordination for Public Works Yard maintenance, water and fleet staff and perform duties such as but are not limited to: serve as primary department contact for inquiries from the general public and city personnel; receive and manage phone calls and radio traffic; schedule trainings, meetings, and resources; manage staff training compliance; assist with data research, work order processing, departmental purchasing process; prepare payroll timesheets and standby duty scheduling; manage workflow tracking software applications; maintain various program documentation; monitor regulation and legislation updates; coordinate emergency response drills; code invoices and reconcile division expenditures; manages and coordinates regulatory compliance with State and Local agencies; and maintain the Records Retention program for the Yard Division.
Public Works Engineering
The incumbent serves as the initial contact person for the public seeking information regarding the Department's programs and services at the counter and over the phone, and interacts with the City Council and staff in other departments. The incumbent will perform duties such as but are not limited to: review the Department's staff reports on the City Council agendas; assist with capital project coordination including bidding, contracting, documentation, and project inspection scheduling; maintain the Records' Retention program for the Engineering Division; code invoices, issues encroachment permits, represent the Department in the committee meetings, maintain chronologic, development, water, traffic, and alphabet files; process and responding to water conservation complaints; order department supplies; and file annual assessment with LA County.
THIS RECRUITMENT IS OPEN UNTIL A SUFFICIENT NUMBER OF QUALIFIED APPLICATIONS ARE RECEIVED. IT MAY CLOSE AT ANY TIME.
APPLY IMMEDIATELY.
The first review of applications will take place on December 18, 2023. The most qualified candidates will be invited to participate in a written exam tentatively scheduled for January 9, 2024.
Example of Duties
Essential functions, as defined under the Americans with Disabilities Act may include, but are not limited to the following characteristic duties, responsibilities, knowledge, skills and other characteristics.
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities:
- Assists a department with administrative and program support; coordinates parts of a process, project, program or activity ensuring a smooth flow of services and operations which may include reviewing, processing and maintaining documents/records, tracking, scheduling, and distribution of documents and/or information; provides appropriate follow-up.
- Receives and screens, responds to and/or refers visitors and phone calls; creates and maintains filing systems, databases and related records; composes and prepares correspondence, memos and reports; ensures accuracy, completeness and conformance of documents with applicable laws, rules and regulations; schedules meetings, training and other activities and makes and coordinates travel arrangements; coordinates special events, meetings, and conferences; may coordinate marketing and promotion of events.
- Provides information to others regarding assigned programs and operations requiring application of policies, procedures and regulations; following established guidelines; may issue permits.
- Collects money, issues receipts and processes funds received; may perform routine code enforcement or contract administration for less complex projects; serves as liaison between the department and other employees, departments and/or the public.
- Handles difficult situations and responds to complaints, inquiries or requests; identifies, analyzes and prepares appropriate recommendations and initiates corrective measures to resolve problems.
- Prepares statistical and narrative reports by collecting, assembling and summarizing information and data. May perform basic research and obtain information regarding acquisition of materials, supplies and equipment.
- May obtain and provide training updates to departmental personnel, as required.
- Reviews and tracks departmental expenditures; may process personnel-related forms, payroll, purchase requisitions, invoices, reimbursement requests, etc.
- May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.
- Perform other related duties as required.
Minimum Qualifications
Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical way of obtaining the required qualifications is to possess:
Education: High school diploma or GED; and
Experience:Three (3) years of recent full-time experience performing increasingly responsible office support and administrative duties. Experience performing similar duties in a city or county government is highly desirable.
Additional Requirement: The submission of a typing test is not required as a qualifying step for the recruitment, however, the position does require highly proficient typing skills.
License/Certification: A valid California Class C driver's license is required.
Those candidates most closely meeting the requirements of the position will be invited to participate in the examination process.
Skills, Knowledge and Abilities
Knowledge of:
- Personal computers and standard office software.
- Standard office procedures and practices.
- Organization, procedures and operations of municipal government.
- English usage, spelling, grammar and punctuation.
- Records maintenance, document processing, basic financial record keeping.
- Use and basic care of various types of office machines and equipment.
- English composition, grammar and punctuation.
- Performing standard mathematical functions.
- Creating and maintaining files and records.
- Completing assignments following specified guidelines or general instructions and meeting deadlines.
- Conducting research and preparing clear and concise correspondence, reports, spread sheets and documents.
- Understanding, interpreting, explaining and applying programs, regulations, procedures and guidelines.
- Communicating effectively orally and in writing.
- Applying functional reasoning in performing semi-routine functions involving standardized work with some choice of action.
- Using a variety of office equipment including personal computers and office software including word processing, data bases, spread sheets presentation and specialized programs in a windows-based operating environment.
- Working effectively with minimal supervision.
- Using public relations techniques in responding effectively to inquiries and complaints.
- Exercising independent judgment, decisiveness and creativity in a variety of situations.
- Establishing and maintaining effective working relationships with other city employees, vendors, consultants and the public.
ADDITIONAL INFORMATION
The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.Selection Procedure:
All statements made on applications are subject to investigation and verification. Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Signal Hill. Resumes will not be accepted in lieu of a completed City application and supplemental questionnaire.
Admission to the competitive examination may be limited to those whose applications show the best combination of qualifications in relation to the requirements and duties of the position. Any part of the examination process may be qualifying only.
Equal Opportunity Employer:
The City of Signal Hill is an Equal Opportunity Employer and supports workplace diversity.
Americans with Disabilities:
Applicants with disabilities who require special testing arrangements must contact Human Resources. If you have a disability for which you require an accommodation, please contact Human Resources at or (562) 989-7307/4 no later than 5 business days before the test date.
Fingerprinting:
Applicants who are selected for hire are fingerprinted during the pre-placement processing period. All fingerprints will be processed with the Department of Justice to verify criminal records or absence thereof.
Physical Examination:
Employment offers are conditional based, upon the successful completion of a medical examination which may include drug and alcohol screening. Physicals are performed by the City's designated physician at the City's expense. Candidates are cautioned not to quit their jobs or give notice to their current employers until they are determined to be medically qualified.
Oath and Disaster Service Worker:
All City employees are required to sign the Oath or Affirmation of Allegiance for Public Employees upon the beginning of employment. Pursuant to California Government Code Section 3100, all City employees are required to perform assigned emergency service duties in the event of an emergency or disaster and are required to sign a Disaster Service Worker Statement upon hire.
EMPLOYEE BENEFITS- AVAILABLE TO FULL-TIME CITY EMPLOYEES
- 96 hours of vacation leave annually
- 96 hours of sick leave annually with buy-back program
- 10 paid holidays per year (80 hours)
- 36 hours personal holiday leave per year
- 2% @ 60 retirement formula - Employees contribute 7% of the required employee contribution. Average of final three years retirement calculation. This retirement formula is available to those candidates who currently work for a PERS agency or a PERS reciprocal agency or have worked for a PERS agency or a PERS reciprocal agency within the last six (6) months.
- 2% @ 62 PERS retirement formula - Employees contribute 7.75% of the normal cost of the benefit . There will be no Employer Paid Member Contribution. Average of final three years retirement calculation. This formula is provided for all new PERS members and those who have been separated from a PERS agency or a PERS reciprocal agency for more than six (6) months.
- Medical insurance - The City participates in the CalPERS health benefit program and contributes up to $1,200 per month toward medical premiums. An additional $700 is available for individuals with health, dental and/or vision premiums not fully covered with the $1,200. 75% of any monies remaining (of the $1,200) after medical premiums are paid may be applied toward optional benefits including: vision, dental, or deferred compensation plan. No cash pay-out in lieu of benefits
- Dental - City contribution of $70 per month
- Vision insurance - Employee premium paid by City
- Based on years of City service, qualified retirees may be eligible for City contribution to retiree health premium. Employees contribute 1% of their salary towards their future retiree health benefit.
- $50,000 Life Insurance Policy
- Short & Long Term Disability Plans
- Social Security Participation
- Deferred Compensation Plan
- Flexible Benefits Program
- Tuition Reimbursement Program
City of Signal Hill is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, sexual orientation, marital status, medical condition, genetic information, national origin, military or veteran status, ancestry, disability, and age (over 40), or any other classification protected by federal, state or local laws.
AN EEO/ADA/VET Employer.
01
Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions. Failure to fully detail all experience or stating experience in response to the Supplemental Questions but not listing the experience in the application, copying/pasting information, or responses referring to your resume may eliminate you from consideration.I certify that all information provided on this application and the Supplemental Questions is true to the best of my knowledge.
- Yes
- No
02
What is your highest level of education achieved?
- No high school diploma or GED
- High school diploma or GED
- Associate's degree
- Bachelor's degree
- Master's or advanced degree
03
How many years of recent, full-time experience performing increasingly responsible office support and administrative duties do you have?
- 0 - under 2 years
- 2 - under 3 years
- 3 - under 5 years
- 5 years or more
- No experience
