Address
SalaryApplication Deadline: Thursday, March 21, 2024 at 10:00 am
Tentative Interview Date: Thursday, April 11, 2024
Tentative Interview Date: Thursday, April 11, 2024
The City of Paso Robles is pleased to announce the search for an Administrative Assistant I/II within the Utilities Department. The incumbent will perform a wide variety of office administrative and clerical support for the department director as well as the divisions of Water, Wastewater, Recycled Water, and Solid Waste. The successful candidate will be customer service oriented and possess strong verbal and written communication skills.
Wage Ranges:
Administrative Assistant I: $1,795.24 - $2,277.98 biweekly | $46,676.24 - $59,227.48 annually
Administrative Assistant II: $2,021.90 - $2,565.74 biweekly | $52,569.40 - $66,709.24 annually
The Community
El Paso de Robles, or "The Pass of the Oaks," is located halfway between San Francisco and Los Angeles, in San Luis Obispo County. Paso Robles is surrounded by scenic rolling hills and California’s premier wine regions and is only 27 miles from beautiful beaches. This thriving community of over 30,000 actively engaged residents possesses the benefits of a suburban-rural community while retaining a small-town feel. With over 200 wineries nearby and a bustling downtown with a variety of excellent restaurants and specialty retail, Paso Robles is fast becoming one of the most desirable places to live, work, and play.
Paso Robles has a long history of agriculture and hospitality resulting in a strong work ethic and an enjoyable quality of life. Once hailed as the “Almond Capital of the World”, Paso Robles is now known for top quality food, wine, beer, distilled spirits, and an annual calendar filled with events that celebrate everything from wine to pioneers to classic cars. Paso Robles has been honored by the national media, including Country Living’s “10 Best Small Towns in America”; Travel and Leisure Magazine’s “Best Small Towns to Retire to in America”; the Today Show’s “Top Summer Destination for 2021”; a New York Times “Must Visit Region”; Sunset Magazine’s “Best Travel Spots for 2021”; and Wine Enthusiast Magazine’s “Wine Region of the Year”.
The City understands the importance of business development and works hard to attract commerce in a diverse array of industries. The economic outlook for Paso Robles continues to be strong. The housing market is robust and offers a wide array of housing choices including new neighborhoods, houses with acreage, infill, and charming Victorian homes, with a median home price of about $634,500. Paso Robles also has excellent schools, both public and private. Approximately half an hour away is the nationally ranked Cal Poly State University in San Luis Obispo, and within the city of Paso Robles is Cuesta College, North County Campus.
The Organization
The City was incorporated in 1889 as a general law City that operates under the Council-Manager form of government with a general population of 31,176 as of January 1, 2022. The governing body consists of a five-member City Council and, beginning in 2020, the City is now divided into four voting districts, each district represented by one City Councilmember residing in that district; the Mayor’s position remains at-large. The voters also elect one City Treasurer at-large. All six elected positions are non-partisan. The City Manager, appointed by the City Council, is the Chief Executive Officer, and is empowered to appoint all non-elected employees, except for the City Attorney.
The City has a total annual budget of $173 million for fiscal year 2023/2024, and a total of 295.44 FTEs across the departments of: Administrative Services, City Manager’s Office, Community Development, Community Services, Fire and Emergency Services, Police, Public Works, and Utilities.
Typical Duties
- Performs data entry, record keeping, and general administrative support activities to ensure the functions of the department are effectively carried out
- Processes and distributes incoming and outgoing mail and correspondence
- Processes, maintains, controls, and purges records using guidelines set by the City retention policy
- Arranges meetings, schedules appointments, and arranges for travel accommodations for department staff
- Updates department website with timely and accurate information
- Prepares detailed correspondence, reports, forms, invitations, graphic materials and specialized documents from multiple sources with accuracy and completeness
- Compiles and generates various statistics and reports for city, state, and federal agencies
- Answers inquiries, refers callers and/or visitors to appropriate office or person, and explains processes and procedures related to department activities; contacts higher-level staff to obtain and impart information
- Receives and distributes office supplies, materials, and equipment and maintains supply inventory
- Prepares detailed correspondence, reports, forms, invitations, graphic materials and specialized documents from drafts, notes, brief instructions, dictation, or corrected copy; proofreads materials for accuracy, completeness, compliance with City policies, format, and English usage, including grammar, punctuation, and spelling
- Assist with the coordination of the bid process for assigned projects or contracts
- Responds to written and verbal requests from a variety of agencies and the public
- Processes payments, invoices, warrant requests, and purchase orders
- Coordinates activities with and provides information to contractors and service suppliers
- Performs other duties as assigned
Employment Standards & Special Requirements
Knowledge of:
- The basic organization and function of public agencies, including the role of an elected city council
- Codes, regulations, policies, agreements, technical processes, and procedures related to City governance and department activities
- Standard office administrative and clerical practices and procedures
- Business letter writing, techniques for preparing informational materials, and the standard format for reports, correspondence, and other written materials
- English language usage, spelling, grammar, and punctuation
- Computer applications related to the work, including Microsoft Word, Excel, and Outlook
- Records management principles and practices
- Business arithmetic and basic statistical techniques
- Techniques for providing a high level of customer service to the public, representatives of other agencies, and City staff, including problem resolution
- Accurately multi-task and adjust to changing priorities
- Type accurately at a speed necessary to meet the requirements of the position
- Organize own work, set priorities, take initiative, and exercise sound independent judgment
- Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures
- Organize and maintain office, technical, and specialized files
- Respond to and effectively prioritize multiple phone calls, visitors, and other requests for service
- Contribute to a positive work environment by participating in solutions to problems as they occur
- Compose correspondence from brief instructions
- Communicate clearly and effectively verbally and in writing
- Understand and follow written and oral instructions
- Take a proactive approach to customer service issues
- Prepare clear, accurate, and concise records and reports
- Establish and maintain effective working relationships with City staff, local businesses, other local agencies, and the general public
- Perform detailed office support work accurately and independently within deadlines
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to graduation from high school in addition to:
Administrative Assistant I: One year of office administrative and/or records management experience.
Administrative Assistant II: Three years of responsible office administrative and/or secretarial experience.
Spanish language skills, experience in dealing with the public, and working in a public agency, are all desirable.
Must possess a valid California Class C driver license and have a satisfactory driving record.
Distinguishing Characteristics
Administrative Assistant I is the entry-level in this class series. Initially under close supervision, incumbents perform routine reception, office, and records management work that does not require previous specialized experience. As experience is gained, assignments become broader in scope, more varied, and are performed with greater independence. Incumbents may advance to the higher level after gaining the knowledge, skills, and experience, and demonstrating the ability to perform the work of the higher-level class.
Administrative Assistant II is the experienced journey-level in this class series capable of performing a wide variety of work that requires the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and City activities.
Advancement Criteria
An Administrative Assistant I who meets the criteria to advance to Administrative Assistant II must have served a minimum of 6 months satisfactory performance at their current wage step prior to reclassification.
Selection Procedure & Application Process
To be considered for this exceptional career opportunity, please submit an employment application by Thursday, March 21, 2024 at 10:00 am. This is a confidential recruitment and will be handled accordingly throughout the various stages of the process. Candidates should be aware that references will not be contacted until mutual interest has been established. Applications received by the filing date will be reviewed for accuracy, completeness, and job-related qualifications.
A limited number of persons whose applications clearly demonstrate they most closely meet the requirements may be invited to participate in the selection process, which may be any combination of written, oral, and/or performance exams. All statements made in the application materials are subject to verification. False statements will be cause for disqualification or discharge. Appointment is subject to successfully passing a pre-employment physical, background check, and criminal history check. Before starting work, applicants must present documentation of their identity, authorization to work in the United States, and a DMV driving record.
City of Paso Robles participates in E-Verify (more information can be found at www.PRCity.com/HR). Following appointment, a twelve-month probationary period may be required as the final phase of the appointment process. The email address you provide on the City application will be the primary means of communication the City will use to contact you regarding your application and this recruitment. If you have questions regarding the application process, please contact Human Resources at (805) 227-7234, or by email at Jobs@PRCity.com.
All persons employed by the City of Paso Robles are designated as "disaster service workers" as defined in the California Government Code section 3100 and 3101.
The City of Paso Robles provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The provisions of this bulletin do not constitute a contract.
Photo Credit: Brittany App
