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SalaryABOUT THE POSITION
NOTE: This recruitment is open on a continuous basis and may close without prior notice. First review of the applications will occur on February 27, 2024. Please thoroughly review the entire job flyer including the application instructions. Failure to submit a completed application and provide required documentation may result in an application being removed from further consideration.
Effective the start of the pay period that includes April 1, 2024, employees will receive a four percent (4.0%) across the board pay range increase. Additional four percent (4.0%) increase on April 2025.
In addition to pay, the City offers competitive benefits including a Defined Benefit Pension Plan provided through CalPERS, 100% City paid medical insurance coverage up to the CalPers Kaiser Plan rates, a generous tuition reimbursement program, and a "9/80" work schedule.
Under direct supervision, performs a variety of general office support activities to an assigned City department. In addition, the incumbent will perform a variety of complex, responsible, confidential and administrative support duties for that given City department. This position will also be responsible of completing and responding to public records request.
This recruitment is to establish an eligibility list of qualified candidates to fill one current full-time vacancy in the City Manager's Office. The current vacancy is in the City Council Division. Applicants from this recruitment may be utilized to fill other full-time vacancies from varying departments.
An Eligible List of qualified applicants will be established from this recruitment. Eligible List may be utilized to fill other full and part -time vacancies as needed. Generally, a valid Eligible List is in effect for up to one year.
EXAMPLES OF ESSENTIAL FUNCTIONS
The following examples are intended to describe the general nature and level of work performed by persons assigned to this classification.
- Compose routine correspondence not requiring the supervisor's personal attention.
- Act as a receptionist, screen telephone calls and visitors, and refer inquiries as appropriate.
- Respond to complaints and requests for information regarding the intent of instruction, precedents and regulations.
- Maintain, arrange, and coordinate calendar and schedule for supervisor.
- Sort and distribute incoming mail.
- Participate and assist in the administration of a department; prepare comprehensive reports.
- Compile annual budget requests and recommend expenditure requests for designated accounts.
- Type letters, memorandums, proceedings of meetings; proofread and/or correct typed material for completeness, spelling, grammatical or punctuation accuracy.
- Independently compose correspondence and routine reports; gather, tabulate and interpret financial information related to the work assignment.
- Relieve the department head of routine duties; gather and prepare information for routine reports.
- Initiate and maintain a variety of files and records of information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.
- Make routine appointments and arrange conferences and meetings
- May serve as secretary to a board or commission, preparing the agenda and taking minutes of the meeting.
- Operate a variety of office equipment such as photo copiers, word/data processors, adding machines, calculators, cash register, shredders and field dispatch equipment.
- Coordinate the processing of Council agenda report; review, approve, and execute agreements, contracts, memorandum of understandings and etc.
- Coordinate assignments with the secretaries of other divisions within the department.
- Perform other related duties as assigned.
QUALIFICATIONS
Any combination equivalent to experience and education that could likely provide the required skills, knowledge and abilities would be qualifying. A typical way to obtain the skills, knowledge, and abilities would be:
Education: High school diploma or equivalent, supplemented by specialized clerical courses.
Experience: Four (4) years in increasingly responsible clerical experience, preferably including two years experience comparable to that of an Administrative Clerk II or Secretary in the City of Downey.
Knowledge of: Business office management procedures and methods; organization and function of City government, records management principles and practices; customer service principles, practices, and methods; arithmetic, grammar, spelling, word meaning; materials and equipment used in office operation; principles of public relations; administrative policies and procedures; English usage, arithmetic, spelling, grammar and punctuation; modern office methods, procedures and equipment and business letter writing; organization, procedures and operating details of the City department to which assigned.
Ability to: Interpret and apply administrative and departmental policies, laws and rules; work independently in the absence of supervision; analyze situations carefully and adopt effective courses of action; compile and maintain complex and extensive records and prepare reports; understand and carry out oral and written directions; establish and maintain positive working relationships with co-workers and members of the public communicate effectively both orally and in writing; communicate with the public in a friendly, courteous and helpful manner; use tact, discretion, and independent judgment; project a professional attitude and appearance in all situations; follow oral and written directions; analyze problems; organize own work, set priorities, meet critical deadlines and follow up with minimal supervision; check grammar, spelling and punctuation in technical material; handle many assignments at once; independently prepare correspondences and memoranda; operate standard office equipment, including a personal computer using Windows based software; operate a personal computer and keyboard at a rate of thirty (30) words per minute net speed/corrected rate**; possess the ability to effectively use electronic transcription equipment.
**An applicant mustattacha current and verifiable typing certification (dated within the past twenty-four (24) months. The required documentation must be uploaded and submitted with the on-line employment application. Applications received without the required documentation will be considered incomplete and removed from consideration.
An acceptable typing certificate may be obtained from a local college, adult school, or employment. Typing certificates obtained over the Internet are NOT acceptable.
**An applicant mustattacha current and verifiable typing certification (dated within the past twenty-four (24) months. The required documentation must be uploaded and submitted with the on-line employment application. Applications received without the required documentation will be considered incomplete and removed from consideration.
An acceptable typing certificate may be obtained from a local college, adult school, or employment. Typing certificates obtained over the Internet are NOT acceptable.
License: A valid California Class C Driver's License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions may be required.
California Department of Motor Vehicle (DMV) Pull Notice System: An incumbent appointed to this position is subject to enrollment in the California DMV Pull Notice Program. The Pull Notice program provides information on the incumbent's driving record and Driver's License status on a periodic basis to the City of Downey. An employee assigned a City vehicle must acknowledge receipt and understanding of City Administrative Regulations covering the use of City vehicles.
California Department of Motor Vehicle (DMV) Pull Notice System: An incumbent appointed to this position is subject to enrollment in the California DMV Pull Notice Program. The Pull Notice program provides information on the incumbent's driving record and Driver's License status on a periodic basis to the City of Downey. An employee assigned a City vehicle must acknowledge receipt and understanding of City Administrative Regulations covering the use of City vehicles.
ADDITIONAL INFORMATION
Physical Tasks and Environmental Conditions: The duties and responsibilities of this position are performed in an office environment and involve sitting, standing, and walking for prolonged or intermittent periods of time, and include reaching, bending, and twisting at the waist to perform desk work and operate general office equipment including a personal computer with keyboard for prolonged or intermittent periods of time. The operation of a personal computer requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch and glare from the computer.
Incumbent must be able to safely lift and carry books, files and reports weighing up to 25 pounds. Must be able to lift files and reports from counter tops or file drawers and withstand exposure to vibration, pitch and glare from a computer.
Testing & Selection Process:Incumbent must be able to safely lift and carry books, files and reports weighing up to 25 pounds. Must be able to lift files and reports from counter tops or file drawers and withstand exposure to vibration, pitch and glare from a computer.
All application materials received on-line by the final filing date will be reviewed. For consideration, a completed employment application and supplemental questionnaire submitted on-line is required. A resume will not be accepted in lieu of the required application materials. Incomplete application may be removed from consideration. All information submitted is subject to verification.
Those applicants who are assessed as meeting the desired qualifications for the position will be invited to participate in the examination process which will consist of:
An appraisal (oral interview) examination weighted 100% to assess the applicant's knowledge, education, experience and general ability to perform the essential functions of the position.
Candidate(s) who complete the appraisal interview with acceptable results will be placed on an Eligibility List to be considered by the Department's hiring authority.
An employment offer is contingent upon acceptable results from a completed background review, including a fingerprint check with the California Department of Justice (DOJ). A pre-placement medical exam will be scheduled after the issuance of a conditional offer of employment.
Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at (562) 904-7292 at least 72 hours in advance.
