Administrative Assistant

DEFINITION

To provide office administrative and secretarial support to assigned department or division manager or supervisor; to maintain various records and files; to oversee the daily operations of assigned department or division office; and to perform a variety of administrative and secretarial duties relative to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from higher level management or supervisory staff.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

1. Provides responsible administrative and secretarial support to assigned department or division manager or supervisory staff; oversees daily operations of assigned division office.

2. Screens office visitors and telephone callers; provides front counter assistance to the public; responds to and resolves complaints and requests for information on regulations, procedures and rules in assigned division.

3. Receives, sorts, opens and distributes division mail to appropriate staff; maintains logs of mail received for assigned supervisory staff.

4. Types and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft, dictaphone or verbal instruction; takes and transcribes dictation; composes correspondence for review and signature of management staff.

5. Maintains a calendar of activities, meetings and various events for the assigned division; makes travel arrangements; coordinates meetings and activities with other City departments, the public and outside agencies.

6. Provides word processing support to assigned division; ensures all documents conform to format and standards.

7. Maintains and orders office supplies; prepares purchase orders; receives invoices and checks for accuracy; processes payments.

8. Provides support in the administration of the assigned division budget; processes purchase requisitions and purchase orders; submits to management staff for review and approval; monitors expenditures; participates in grants administration activities.

9. Maintains, develops and implements division filing systems and records; modifies systems as appropriate.

10. Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing.

11. Collects and compiles data to draft and produce a variety of reports and correspondence.

12. Performs data entry and file maintenance for time sheets and related payroll documents in assigned division; enters data into centralized computer systems; verifies data; transmits to centralized payroll location; maintains accurate records and time sheets.

13. As assigned, may provide administrative support to a variety of meetings including commission meetings; attends meetings; prepares and compiles agenda and agenda packets; disseminates information as appropriate.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Three years of administrative support or secretarial experience. Type at a net speed of 45 wpm. A typing certificate from an accredited school or agency must be submitted with your online application to be considered (dated no later than one year from closing date). Note: Online typing certificates will NOT be accepted.

Training:

High School diploma or equivalent supplemented by specialized secretarial training. Type at a net speed of 45 wpm.

Knowledge of:

General office administration and secretarial practices and procedures.

Business letter writing and basic report preparation techniques.

Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.

Principles and procedures of record keeping.

Mathematical principles.

English usage, spelling, grammar and punctuation.

Pertinent Federal, State and local laws, codes and regulations.

Ability to:

Perform office administrative and secretarial support services to assigned division management and supervisory staff.

Type at a speed necessary for successful job performance.

Prepare clear and concise reports.

Operate office equipment including computers and supporting word processing and spreadsheet applications.

Interpret, explain and enforce division policies and procedures.

Perform secretarial work involving the use of independent judgment and personal initiative.

Prepare correspondence and memoranda.

Work independently in the absence of supervision.

Maintain confidential records and reports.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Application Procedure:A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at www.yourrialto.com. All other employment inquiries can be directed to The City of Rialto, Human Resources Department. 246 S. Willow, Rialto, CA 92376. Telephone: (909) 820-2540.Selection Process: Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. 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. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting. Veterans Preference Credit Eligibility:Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit. For more information, please see the City's Veteran's Preference Policy. E-Verify:The City of Rialto is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.