Administrative Assistant

About the Fremont Police Department
Fremont Police Department is the law enforcement agency for the City of Fremont, California. As of 2023, the department consists of over 300 staff, of which more than 200 are sworn personnel, and more than 100 are professional staff. Fremont Police Department was first established under the direction of Chief Richard E. Condon on July 1, 1958. At that time, it was staffed by one Lieutenant, three Sergeants, two investigators, one juvenile officer, 17 patrol officers, a secretary, and a clerk. By the end of 1958, there were a total of 25 officers serving a population of 29,000 people in the City of Fremont. In 1966, Fremont PD grew to 82 officers, serving a population of 88,000. The department continues to grow as demand for services increased. Today, Fremont Police Department is one of the most reputable police agencies in the State, serving the 4th largest city in the Bay Area.
First Review of Applications
The first review of applications is April 12, 2024, at 12:00 p.m. (PT).This recruitment may close without notice after this date so interested applicants are encouraged to apply immediately.
A resume, completed application, and supplemental questionnaire (part of the online application) must be submitted to be considered for this opportunity. To be considered for this outstanding employment opportunity, please complete an application online by clicking "Apply" just above this box.
Selection Process
The process may include individual and/or panel interviews, professional reference checks, fingerprint check for criminal history, pre-employment medical exam and other related components. Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process.
Reasonable Accommodation
Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources of any special needs a minimum of 5 days in advance of the selection process by calling (510) 494-4660 or emailing humanresources@fremont.gov
Contact Us
For additional information, please email Human Resources Analyst Rachel Filamor at rfilamor@fremont.gov.
DefinitionPerforms a variety of secretarial and complex clerical duties in support of an assigned division; performs related duties in support of Boards/Commissions when required.
Class Characteristics
This is a journey level secretarial classification characterized by responsibility to perform a variety of tasks requiring program specific knowledge in support of an assigned division. Receives general supervision from assigned supervisor or manager, and may perform lead duties relative to clerical staff.
Position exists in a variety of departments not all functions are essential in all departments depending on department needs. There is current vacancy in the Police Department.

• Performs a variety of secretarial and complex clerical duties in support of an assigned division or section.
• Sets up and maintains statistical, and operational records.
• Reviews division payroll submittals and various time sheets.
• Screens calls, visitors, mail and takes action appropriate to request/situation, independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements.
• Maintains appointment schedules and calendars.
• Arranges meetings and conferences.
• Schedules facilities reservations as necessary.
• Operates a variety of office equipment including computer equipment and uses a variety of software programs as appropriate.
• Trains Department staff in work procedure and in the use and capabilities of various computer database systems.
• Develops and maintains spreadsheets, databases and other automated systems.
• Carries out required routine procedures related to employee hiring, time keeping, and various personnel needs.
• Prepares required statistical reports.
• Refers more complex requests, technical inquiries or serious complaints to appropriate staff members.
• Maintains inventory and office supplies.
• Prepares purchase orders.
• Provides lead oversight as appropriate to clerical personnel.
• Preserves confidentiality of sensitive material routinely encountered as part of work assignments.
• Recommends organizational procedural changes affecting clerical activities.
• Initiates and maintains a variety of files and records.
• Provides administrative support on special projects and/or programs within assigned division.
• Routes agreements and contracts through the signature process.
• Assists in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
• Performs coordination and technical support of ongoing programs such as volunteers, interns, marketing, and community outreach.
• Coordinates or participates in preparation for meetings, presentations and events.
• Posts and maintains information on department/division intranet and/or internet website pages.
• Participates in the preparation of assigned budget.
• Builds and maintains positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

Marginal Functions

• Other duties as assigned.

Knowledge, Skills and Abilities
Knowledge of: Organization, procedures, and operating details of the assigned city division; English usage, spelling, grammar, and punctuation; modern office methods, procedures, computer equipment, and various software applications; business letter writing; and arithmetic, filing and record keeping practices.
Ability to: Perform a wide variety of secretarial and complex clerical work with limited supervision; on a continuous basis, sit at a desk and/or stand at a counter for long periods of time; intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry light weight; intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain policies and procedures; explain operations and problem-solve office issues for the public and with staff; compile and maintain records and files; learn and apply policies, rules, and regulations; maintain sensitive data and information; compose general correspondence and letters; work independently in the absence of supervision and under pressure to meet deadlines; analyze situations carefully and adopt effective courses of action; compile routine statistical, financial and operational data. Provide effective lead direction as assigned; type at a speed necessary for successful job performance; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; and work with various cultural and ethnic groups in a tactful and effective manner.
Incumbents must possess the physical and mental capacity to work under the conditions described in this document and to perform the duties required by their assigned position.
Education/Experience
Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary to satisfactory job performance would be qualifying. A typical way to obtain the required knowledge, skills and abilities would be education and/or experience equivalent to completion of the twelfth grade or equivalent, supplemented by course work in business/public administration, and three years of clerical experience.
Licenses/Certificates/Special Requirements
Incumbents may be required to work other than traditional business office hours. Possession of, or ability to obtain by time of appointment, a valid California driver's license may be required.
Physical and Environmental Demands
Rare = < 10%, Occasional = 11-33%, Frequent = 34-66%, Constant = >66%
Sitting: Constant
Walking: Occasional
Standing: Occasional
Bending (neck): Frequent
Bending (waist): Rare
Squatting: Rare
Climbing: Rare
Kneeling: Rare
Crawling: Never
Jumping: Never
Balancing: Never
Twisting (neck): Occasional
Twisting (waist): Never
Grasp - light (dominant hand): Frequent
Grasp - light (non-dominant): Frequent
Grasp - firm (dominant hand): Occasional
Grasp - firm (non-dominant): Occasional
Fine manipulation (dominant): Frequent
Fine manipulation (non-dominant): Frequent
Reach - at/below shoulder: Occasional
Reach - above shoulder level: Rare
Push/pull:
Up to 10 lbs. Rare - setting up conference room
11 to 25 lbs. Rare - setting up conference room
26 to 50 lbs. Rare - setting up conference room
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Lifting:
Up to 10 lbs. Occasional
11 to 25 lbs. Rare
26 to 50 lbs. Rare
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Carrying:
Up to 10 lbs. Occasional
11 to 25 lbs. Rare
26 to 50 lbs. Rare
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never
Coordination:
Eye-hand: Required
Eye-hand-foot: Required
Driving: May occur
Vision:
Acuity, near: Required
Acuity, far: Not required
Depth perception: Required
Accommodation: Not required
Color vision: Required
Field of vision: Required
Talking:
Face-to-face contact: Required
Verbal contact w/others: Required
Public: Required
Hearing:
Normal conversation: Required
Telephone communication: Required
Earplugs required: Not required
Work environment:
Works indoors, using computer monitor, works around others, works alone, works with others.

Supplemental Information

Class Code: 8390
FLSA: Non-exempt
EEOC Code: 6
Barg. Unit: CFEA
Probation: 12 months
Rev.: 11/15

Employment Type: Full-time, regular