Address
Form of workSalary : $55,343.04 - $69,575.04 Annually
Location : Visalia, CA
Job Type: Regular Full-Time
Job Number: 01919
Department: Administration
Division: Administration
Opening Date: 01/30/2024
Closing Date: 2/20/2024 5:00 PM Pacific
Description
The City of Visalia is recruiting for the position of Senior Administrative Assistant (Confidential). Please click here for the recruitment announcement.
THE DEPARTMENT
The City Manager's office is a part of the Administration Department. This includes the Assistant City Manager, Chief Deputy City Clerk, and Administration Support Staff. Also housed in Administration are the Airport Division, Transit Division, and the Visalia Convention Center.
Examples of Duties
THE POSITION
Under general supervision, the Senior Administrative Assistant is responsible for providing a high level of administrative support to the City Manager and assigned managers including preparation of reports and presentations and coordinating departmental events. This position conducts research and gathers information for special projects; reviews, logs, and determines priority of and routes correspondence and monitors for follow-up. They will make appointments and arrange conferences and meetings, preparing required materials for meetings. This position serves as a back-up to the Chief Deputy City Clerk and provides administrative support to the City Council, including preparing agendas and attending meetings, on occasion. Performs related responsibilities as required.
Qualifications / Requirements
THE IDEAL CANDIDATE
The ideal candidate will have the ability to maintain a high level of confidentiality, work independently, and effectively deal with the public. They will possess strong administrative, verbal, and written communication skills, while being a detail-oriented self-starter who likes to stay busy. The incumbent will be able to work with a high degree of independent judgement, tact, and discretion requiring a thorough knowledge of department procedures and policies.
This position may serve as a lead or supervise other clerical personnel.
EXPERIENCE AND EDUCATION
Any equivalent combination of experience and education that could likely provide the required skills, knowledge and abilities would normally be obtained by:
• Four years of increasingly responsible and high level administrative and clerical experience with some supervisory experience
• Specialized secretarial training and educational courses
SPECIAL REQUIREMENTS:• Possession of or ability to obtain a valid California Notary Commission and valid California Driver's License
• REQUIRED: Ability to type accurately at a rate of 55 words per minute. A typing certificate dated within one year of the filing deadline MUST be submitted with your application verifying typing speed in order for your application to be considered.
Click here to review the full job description.
Additional Information
SELECTION PROCESS
Application and supplemental materials will be evaluated and applicants who appear to be most qualified will be invited to participate in a job related interview and/or examination process. Successful candidates may be required to pass a background, physical examination, and/or drug screen.
COMPENSATION AND BENEFITSThe City of Visalia offers a competitive total compensation package that includes:
Monthly Salary: $4,612-$5,798 Monthly
CalPERS retirement program
Health, Dental and Vision Insurance
Onsite City Health and Wellness Clinic (no out of pocket expenses)
Paid Holidays, Vacation, Sick Leave and much more...
Review the Benefits tab for more information.
EXPERIENCE VISALIA. ENHANCE YOUR LIFE. If work-life balance is important to you, consider living in a thriving community that offers the most affordable housing in California with a typical commute time of less than 20 minutes. With a population of over 143,000, Visalia offers small town charm with metropolitan amenities. Visalia has a world class health care system, our own Sequoia Symphony Orchestra, a flourishing arts community, a minor league baseball team, a downtown convention center, and numerous fine dining establishments.
As the Tulare County seat, Visalia is the principal retail center in the region, and home to several large industrial employers. Visalia has a vibrant downtown district, safe neighborhoods, excellent schools, institutions for higher learning, and low cost of living. The City has many community parks, organized team sports, a municipal golf course and private country club, a multi-sport family-oriented regional sports park, and numerous outdoor and recreational activities.
Located in the heart of California's San Joaquin Valley, Visalia offers easy access to the nearby mountains, national parks, lakes and rivers which provide year-round opportunities for sports and recreation within an hour or less. Visalia was ranked as the top Central Valley community and one of seven California cities in the top 25 of Gallup Sharecare's latest State of American Well Being Index. Our strong sense of community and social well-being keeps Visalians happy, healthy and moving forward. Come discover all Visalia has to offer!
The City of Visalia is an Equal Opportunity Employer.
The provisions of this announcement do not constitute an expressed or implied contract. Any provision contained in the announcement may be modified or revoked without notice.
Bargaining Unit: Employees in this class are unrepresented.
Salary Policies : The salary range for the job is stated on the job announcement. Candidates are normally hired at the minimum of the salary range. Salary increases are given based upon employee work performance, up to a maximum of 5% per fiscal year.
Bilingual pay of $75 per month, pro-rated per pay period, is available to those who are eligible and qualify.
Holidays: Regular full-time City employees receive 11 paid holidays and one (1) floating holiday per year. Fire shift employees receive 12 hours per City recognized holiday.
Vacation: Regular full-time employees earn 10 days per year. After 2 years, employees are eligible for 11 days; after 4 years, 14 days; after 9 years, 17 days; and after 16 years, 20 days of vacation per year. Employees are eligible for vacation usage after six (6) months of service. Employees hired from another governmental agency may be entitled to receive years-of service credit for their vacation accrual rate for such previous employment and applies only to the government agency the employee was employed with immediately prior to employment with the City of Visalia.
Sick Leave: Regular full-time employees earn 96 hours of sick leave per year. Fire shift employees receive one day (24 hours) per two months of service. Employees are eligible for sick leave usage after three (3) months of service.
Annual Sick Leave Buy Back: After accumulating 480 hours of sick leave, the City will automatically cash out all sick leave hours over 480 hours at 40% of the employee's pay rate.
Administrative Leave: Employees classified as FLSA exempt (not eligible for overtime pay) currently receive 56 hours of administrative leave per calendar year credited in January. Any unused administrative leave hours are automatically paid out on the first paycheck in December.
Compensatory Time Off: Regular full-time employees classified as FLSA non-exempt (eligible for overtime pay) receive 14 hours compensatory time off per calendar year.
Health Insurance: The City provides employee health insurance which includes medical, dental, and vision care. Employee contribution rates are determined by employee's bargaining unit and plan selected. Health benefits are also available for an employee's dependents for an additional contribution rate. Eligibility for health insurance benefits begins on the first of the month after the date of hire. Contribution rates are reviewed for adjustment annually.
Life Insurance: The City pays the premium for a life insurance and accidental death or dismemberment policy of $30,000. A supplemental life insurance policy may be purchased and paid through payroll deduction. Eligibility for life insurance benefits begins on the first of the month after the date of hire.
Retirement: The City of Visalia is a member of the California Public Employees Retirement System (CalPERS). New employees are covered under the 2% at 62 plan. (Employees with previous CalPERS qualifying service (Classic employees) may fall under the 2% at 60 plan.) Each pay period, the employee pays an employee contribution at the CalPERS established rate. The City pays an employer contribution towards the retirement benefit and employees are responsible for contributing 4% of the employer contribution in addition to the required employee contribution.
Safety employees (Police & Fire) are covered under the 2.7% at 57 plan. (Employees with previous PERS qualifying service (Classic employees) may fall under the 3% at 55 plan.) Each pay period, the employee pays an employee contribution at the CalPERS established rate. The City pays an employer contribution towards the retirement benefit and employees are responsible for contributing 3% of the employer contribution in addition to the required employee contribution.
Social Security/FICA: City employees are not subject to regular Social Security (FICA) deductions. However, Federal law requires that the Medicare portion of the FICA is deducted.
Section 125: The City offers a voluntary Section 125 program whereby tax free contributions are put into a trust account and are available for withdrawal with documentation of an unreimbursed healthcare or dependent care expense (i.e. premium, dependent care, medical care).
Long Term Disability: Regular full-time City employees are eligible for disability insurance (up to 2/3 of their salary) in the event they are disabled for more than ninety (90) days. LTD premium cost is paid by the employee.
Worker's Compensation: Full-time and hourly employees who sustain an occupational injury or contract occupational illnesses receive standard Worker's Compensation benefits as prescribed by law.
Other Benefits: The City also offers additional benefits such as an employee assistance program (EAP), a pre-tax deferred compensation plan, and education assistance up to $2,500 per fiscal year.
As a potential applicant, you are about to participate in a series of events collectively called the employment process. Because the goal of the employment process is to obtain the most qualified candidates to fill City positions, examinations are administered to qualified applicants. These examinations are conducted in a variety of ways (written, oral, practical, and/or performance), yet they share a common purpose - to test applicants based upon the knowledge, skills and abilities required to perform the duties and responsibilities of the job.
The employment process occurs in several stages which are described below:
Application: Perspective employees must submit a City of Visalia application and other documents required as outlined in the announcement by the closing time specified on the final filing date. Final filing dates and times are listed on the front of each announcement. Separate original applications must be submitted for each recruitment/position applied for.
Examination: Applicants will be evaluated and applicants who clearly appear to be more qualified in terms of knowledge, skills, and abilities will be invited to take an examination or combination of examinations. Written, practical, oral, and/or performance examination scores, or a pre-determined combined examination score, will determine standing on the eligible list.
Exam Accommodations: If you are most qualified for the job, but need reasonable accommodations to take the exam, contact the Human Resources Division at least five (5) days prior to the exam. We want to work with you to design a fair and effective means by which you can demonstrate your ability to perform the essential functions of this job. Be prepared to furnish proof of the need for accommodation. Such proof should normally be a signed statement on letterhead by a professional who is qualified to make a diagnosis.
Eligible lists: Eligible lists contain names, in descending order of score, of applicants who have obtained passing scores. Eligible lists are maintained for no less than six (6) months and no more than one year unless otherwise determined by Human Resources. The City retains the authority to reestablish an eligible list for a specific job opening when deemed necessary. Separate eligible lists are established for each recruitment.
Selection: A departmental interview is conducted with the top candidates from the eligible list. The number of candidates interviewed depends on the number of vacancies.
Background Review: Depending on the position, prospective employees will be subject to clearing a background investigation which may include, but is not limited to, a reference check, credit check, criminal history review, social security verification, DMV record check, polygraph, and psychological evaluation.
Post Offer Medical Examination: Prior to starting work, all prospective employees are required to take a drug/alcohol screening administered by the City's medical provider and/or pass a medical examination. Candidates are cautioned not to quit or give notice to present employers until the medical examination has been completed and passed.
Probationary Period: Employees appointed to a new position through an open or promotional process are required to serve a twelve (12) month probationary period in their newly appointed position. An employee maybe terminated without recourse for any reason and at any time during the probationary period.
Immigration Law: Prior to employment, applicants will be required to provide proof of U.S. citizenship, alien registration or authorization to work in the United States at time of appointment, and complete an I-9 form. Failure to do so within three (3) days from date of hire may be cause for terminati...
Location : Visalia, CA
Job Type: Regular Full-Time
Job Number: 01919
Department: Administration
Division: Administration
Opening Date: 01/30/2024
Closing Date: 2/20/2024 5:00 PM Pacific
Description
The City of Visalia is recruiting for the position of Senior Administrative Assistant (Confidential). Please click here for the recruitment announcement.
THE DEPARTMENT
The City Manager's office is a part of the Administration Department. This includes the Assistant City Manager, Chief Deputy City Clerk, and Administration Support Staff. Also housed in Administration are the Airport Division, Transit Division, and the Visalia Convention Center.
Examples of Duties
THE POSITION
Under general supervision, the Senior Administrative Assistant is responsible for providing a high level of administrative support to the City Manager and assigned managers including preparation of reports and presentations and coordinating departmental events. This position conducts research and gathers information for special projects; reviews, logs, and determines priority of and routes correspondence and monitors for follow-up. They will make appointments and arrange conferences and meetings, preparing required materials for meetings. This position serves as a back-up to the Chief Deputy City Clerk and provides administrative support to the City Council, including preparing agendas and attending meetings, on occasion. Performs related responsibilities as required.
Qualifications / Requirements
THE IDEAL CANDIDATE
The ideal candidate will have the ability to maintain a high level of confidentiality, work independently, and effectively deal with the public. They will possess strong administrative, verbal, and written communication skills, while being a detail-oriented self-starter who likes to stay busy. The incumbent will be able to work with a high degree of independent judgement, tact, and discretion requiring a thorough knowledge of department procedures and policies.
This position may serve as a lead or supervise other clerical personnel.
EXPERIENCE AND EDUCATION
Any equivalent combination of experience and education that could likely provide the required skills, knowledge and abilities would normally be obtained by:
• Four years of increasingly responsible and high level administrative and clerical experience with some supervisory experience
• Specialized secretarial training and educational courses
SPECIAL REQUIREMENTS:• Possession of or ability to obtain a valid California Notary Commission and valid California Driver's License
• REQUIRED: Ability to type accurately at a rate of 55 words per minute. A typing certificate dated within one year of the filing deadline MUST be submitted with your application verifying typing speed in order for your application to be considered.
Click here to review the full job description.
Additional Information
SELECTION PROCESS
Application and supplemental materials will be evaluated and applicants who appear to be most qualified will be invited to participate in a job related interview and/or examination process. Successful candidates may be required to pass a background, physical examination, and/or drug screen.
COMPENSATION AND BENEFITSThe City of Visalia offers a competitive total compensation package that includes:
Monthly Salary: $4,612-$5,798 Monthly
CalPERS retirement program
Health, Dental and Vision Insurance
Onsite City Health and Wellness Clinic (no out of pocket expenses)
Paid Holidays, Vacation, Sick Leave and much more...
Review the Benefits tab for more information.
EXPERIENCE VISALIA. ENHANCE YOUR LIFE. If work-life balance is important to you, consider living in a thriving community that offers the most affordable housing in California with a typical commute time of less than 20 minutes. With a population of over 143,000, Visalia offers small town charm with metropolitan amenities. Visalia has a world class health care system, our own Sequoia Symphony Orchestra, a flourishing arts community, a minor league baseball team, a downtown convention center, and numerous fine dining establishments.
As the Tulare County seat, Visalia is the principal retail center in the region, and home to several large industrial employers. Visalia has a vibrant downtown district, safe neighborhoods, excellent schools, institutions for higher learning, and low cost of living. The City has many community parks, organized team sports, a municipal golf course and private country club, a multi-sport family-oriented regional sports park, and numerous outdoor and recreational activities.
Located in the heart of California's San Joaquin Valley, Visalia offers easy access to the nearby mountains, national parks, lakes and rivers which provide year-round opportunities for sports and recreation within an hour or less. Visalia was ranked as the top Central Valley community and one of seven California cities in the top 25 of Gallup Sharecare's latest State of American Well Being Index. Our strong sense of community and social well-being keeps Visalians happy, healthy and moving forward. Come discover all Visalia has to offer!
The City of Visalia is an Equal Opportunity Employer.
The provisions of this announcement do not constitute an expressed or implied contract. Any provision contained in the announcement may be modified or revoked without notice.
Bargaining Unit: Employees in this class are unrepresented.
Salary Policies : The salary range for the job is stated on the job announcement. Candidates are normally hired at the minimum of the salary range. Salary increases are given based upon employee work performance, up to a maximum of 5% per fiscal year.
Bilingual pay of $75 per month, pro-rated per pay period, is available to those who are eligible and qualify.
Holidays: Regular full-time City employees receive 11 paid holidays and one (1) floating holiday per year. Fire shift employees receive 12 hours per City recognized holiday.
Vacation: Regular full-time employees earn 10 days per year. After 2 years, employees are eligible for 11 days; after 4 years, 14 days; after 9 years, 17 days; and after 16 years, 20 days of vacation per year. Employees are eligible for vacation usage after six (6) months of service. Employees hired from another governmental agency may be entitled to receive years-of service credit for their vacation accrual rate for such previous employment and applies only to the government agency the employee was employed with immediately prior to employment with the City of Visalia.
Sick Leave: Regular full-time employees earn 96 hours of sick leave per year. Fire shift employees receive one day (24 hours) per two months of service. Employees are eligible for sick leave usage after three (3) months of service.
Annual Sick Leave Buy Back: After accumulating 480 hours of sick leave, the City will automatically cash out all sick leave hours over 480 hours at 40% of the employee's pay rate.
Administrative Leave: Employees classified as FLSA exempt (not eligible for overtime pay) currently receive 56 hours of administrative leave per calendar year credited in January. Any unused administrative leave hours are automatically paid out on the first paycheck in December.
Compensatory Time Off: Regular full-time employees classified as FLSA non-exempt (eligible for overtime pay) receive 14 hours compensatory time off per calendar year.
Health Insurance: The City provides employee health insurance which includes medical, dental, and vision care. Employee contribution rates are determined by employee's bargaining unit and plan selected. Health benefits are also available for an employee's dependents for an additional contribution rate. Eligibility for health insurance benefits begins on the first of the month after the date of hire. Contribution rates are reviewed for adjustment annually.
Life Insurance: The City pays the premium for a life insurance and accidental death or dismemberment policy of $30,000. A supplemental life insurance policy may be purchased and paid through payroll deduction. Eligibility for life insurance benefits begins on the first of the month after the date of hire.
Retirement: The City of Visalia is a member of the California Public Employees Retirement System (CalPERS). New employees are covered under the 2% at 62 plan. (Employees with previous CalPERS qualifying service (Classic employees) may fall under the 2% at 60 plan.) Each pay period, the employee pays an employee contribution at the CalPERS established rate. The City pays an employer contribution towards the retirement benefit and employees are responsible for contributing 4% of the employer contribution in addition to the required employee contribution.
Safety employees (Police & Fire) are covered under the 2.7% at 57 plan. (Employees with previous PERS qualifying service (Classic employees) may fall under the 3% at 55 plan.) Each pay period, the employee pays an employee contribution at the CalPERS established rate. The City pays an employer contribution towards the retirement benefit and employees are responsible for contributing 3% of the employer contribution in addition to the required employee contribution.
Social Security/FICA: City employees are not subject to regular Social Security (FICA) deductions. However, Federal law requires that the Medicare portion of the FICA is deducted.
Section 125: The City offers a voluntary Section 125 program whereby tax free contributions are put into a trust account and are available for withdrawal with documentation of an unreimbursed healthcare or dependent care expense (i.e. premium, dependent care, medical care).
Long Term Disability: Regular full-time City employees are eligible for disability insurance (up to 2/3 of their salary) in the event they are disabled for more than ninety (90) days. LTD premium cost is paid by the employee.
Worker's Compensation: Full-time and hourly employees who sustain an occupational injury or contract occupational illnesses receive standard Worker's Compensation benefits as prescribed by law.
Other Benefits: The City also offers additional benefits such as an employee assistance program (EAP), a pre-tax deferred compensation plan, and education assistance up to $2,500 per fiscal year.
As a potential applicant, you are about to participate in a series of events collectively called the employment process. Because the goal of the employment process is to obtain the most qualified candidates to fill City positions, examinations are administered to qualified applicants. These examinations are conducted in a variety of ways (written, oral, practical, and/or performance), yet they share a common purpose - to test applicants based upon the knowledge, skills and abilities required to perform the duties and responsibilities of the job.
The employment process occurs in several stages which are described below:
Application: Perspective employees must submit a City of Visalia application and other documents required as outlined in the announcement by the closing time specified on the final filing date. Final filing dates and times are listed on the front of each announcement. Separate original applications must be submitted for each recruitment/position applied for.
Examination: Applicants will be evaluated and applicants who clearly appear to be more qualified in terms of knowledge, skills, and abilities will be invited to take an examination or combination of examinations. Written, practical, oral, and/or performance examination scores, or a pre-determined combined examination score, will determine standing on the eligible list.
Exam Accommodations: If you are most qualified for the job, but need reasonable accommodations to take the exam, contact the Human Resources Division at least five (5) days prior to the exam. We want to work with you to design a fair and effective means by which you can demonstrate your ability to perform the essential functions of this job. Be prepared to furnish proof of the need for accommodation. Such proof should normally be a signed statement on letterhead by a professional who is qualified to make a diagnosis.
Eligible lists: Eligible lists contain names, in descending order of score, of applicants who have obtained passing scores. Eligible lists are maintained for no less than six (6) months and no more than one year unless otherwise determined by Human Resources. The City retains the authority to reestablish an eligible list for a specific job opening when deemed necessary. Separate eligible lists are established for each recruitment.
Selection: A departmental interview is conducted with the top candidates from the eligible list. The number of candidates interviewed depends on the number of vacancies.
Background Review: Depending on the position, prospective employees will be subject to clearing a background investigation which may include, but is not limited to, a reference check, credit check, criminal history review, social security verification, DMV record check, polygraph, and psychological evaluation.
Post Offer Medical Examination: Prior to starting work, all prospective employees are required to take a drug/alcohol screening administered by the City's medical provider and/or pass a medical examination. Candidates are cautioned not to quit or give notice to present employers until the medical examination has been completed and passed.
Probationary Period: Employees appointed to a new position through an open or promotional process are required to serve a twelve (12) month probationary period in their newly appointed position. An employee maybe terminated without recourse for any reason and at any time during the probationary period.
Immigration Law: Prior to employment, applicants will be required to provide proof of U.S. citizenship, alien registration or authorization to work in the United States at time of appointment, and complete an I-9 form. Failure to do so within three (3) days from date of hire may be cause for terminati...
