Senior Administrative Assistant

DESCRIPTION

The City is currently recruiting for one Senior Administrative Assistant for Neighborhood Services

The Senior Administrative Assistant performs responsible confidential para-professional and technical level administrative, secretarial, and/or program-related duties in assisting a City department; coordinates, monitors, and reports on various department activities; and reviews routine administrative budget requests related to the area of assignment.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey-level classification in the Administrative Assistant series. The scope and magnitude of job responsibilities and discretion in decision-making distinguish this classification. The work requires in-depth knowledge of activities or operations to analyze and interpret information and make decisions based on non-standard or diverse guidelines rather than those readily established.

SUPERVISION RECEIVED AND EXERCISED

The Senior Administrative Assistant receives direction from assigned management or supervisory personnel.

This position may exercise technical and/or functional supervision of lower-level clerical positions.

EXAMPLES OF ESSENTIAL DUTIES

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Respond to visitors’ inquiries, both on the telephone, in person, and by email, with a professional and courteous demeanor that aligns with the City’s customer service expectations; take accurate messages; and exhibit familiarity with all functions of the City.

• Perform various highly responsible and confidential clerical, secretarial, and administrative duties for an assigned department.

• Maintain appointment schedules and calendars; arrange meetings and conferences.

• Develop, coordinate, and implement program activities of a technical area of assignment related to department activities; and prepare technical documents related to program activities.

• Respond to requests for documentation related to the assigned area or of responsibility and explain and interpret assignment area policies and procedures to internal or external customers.

• Perform technical and paraprofessional duties related to the area of assignment, including interpreting, analyzing, and determining compliance of acceptance; and prepare reports to document the results of tasks performed.

• Assist professional staff in performing and conducting studies, special projects, and administrative functions; perform data collection and analysis; and prepare draft reports and technical documents.

• Type, proofread, and process various documents, including general correspondence, memos, and statistical charts from rough drafts, recordings, oral, or electronic instruction.

• Establish and maintain systems related to the assigned technical areas of responsibility; monitor area activities and report progress, as required; and manage software programs.

• Interpret and explain City and department policies, rules, and regulations in response to inquiries; and refer questions, as appropriate.

• Participate in budget preparation and administration for the assigned area; prepare cost estimates for budget recommendations; monitor and control expenditures; and track department fiscal activities relative to budget projections.

• Ensure areas of responsibility comply with related laws, codes, ordinances, and legislation; and advise the staff of any irregularities in compliance.

• Review and verify documents related to department activities, including budgets, grants, claims, legislation, class specifications, general reports, and other related information.

• Establish and maintain filing and reporting systems as necessary; provide relevant information to relevant parties; prepare and type correspondence; and compile and type reports.

• Research, compile, analyze, and develop information for projects, studies, and reports from various resources.

• Perform accounting functions related to purchasing supplies, equipment, and services; and process and evaluate bids for single items according to City purchasing policies, procedures, and limits.

• Oversee, train, and evaluate assigned clerical personnel; plan and prioritize work; and recommend organizational or procedural changes affecting administrative activities.

• Perform related duties as assigned.

EXPERIENCE & TRAINING / LICENSE AND/OR CERTIFICATE

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

Experience:

Four years of increasingly responsible secretarial and administrative support or technical experience, preferably in the subject area to which assigned; one year of lead supervisory experience is highly desirable.

Training:

An Associate’s degree from an accredited college, with course work in public administration, business administration, accounting, statistics, or a related degree.

LICENSE OR CERTIFICATE

Possession of, or ability to obtain, a valid California driver’s license and legally required vehicle insurance. Must also meet driving record standards set by the City’s driving policy.

MINIMUM QUALIFICATIONS

Knowledge of:

• Principles and practices of administration, including recordkeeping and budget monitoring and control.

• Principles and practices of the technical area to which assigned, including but not limited to claims, legislation, budget, grants, personnel, contracts, and social services.

• Principles and practices of intermediate analytical research and project coordination.

• Pertinent local, state, and federal laws, codes, ordinances, City functions, policies, rules, and regulations.

• Basic principles of supervision and training.

• Techniques and practices of effective interpersonal communication.

• English usage, spelling, grammar, punctuation, basic mathematical calculations, statistics and statistical methods, cash handling, and bookkeeping.

• Report writing techniques.

• Standard office procedures, methods, and computer equipment and software applications including word processing, spreadsheet, database, and accounting.

Ability to:

• Review work documents, reports, and special projects; identify and interpret technical and various data; and explain systems and procedures to staff.

• Perform responsible para-professional and technical level secretarial and administrative and/or program-related duties assisting a City department.

• Perform independent research in carrying out technical administrative duties.

• Research, collect, compile, analyze, and present various data in an understandable and meaningful way.

• Develop and implement various data collection and reporting systems.

• Compile and maintain complex and extensive records and files.

• Establish and maintain financial records.

• Implement principles of excellent customer service that align with the City’s standards.

• Review budget submissions and revisions for mathematical and accounting accuracy.

• Manage and account for large amounts of cash and implement sound cash collection and handling measures.

• Solve complex problems.

• Understand, interpret, and explain policies, procedures, and regulations.

• Obtain information through interviews and deal firmly and courteously with the public.

• Effectively handle multiple assignments.

• Analyze situations quickly and objectively and determine the proper course of action.

• Train and provide oversight to clerical staff, as assigned.

• Operate a personal computer with proficiency and familiarity, including proficiency with word processing, spreadsheet, and database programs.

• Type accurately at a net of 50 words per minute.

• Maintain a high level of confidentiality related to a wide range of sensitive information routinely encountered as part of work assignments.

• Communicate clearly and concisely, both orally and in writing.

• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

PHYSICAL AND MENTAL REQUIREMENTS

Mobility: frequent use of a keyboard; frequent standing, walking, and sitting for long periods of time; occasional climbing, bending, and squatting. Lifting: frequently up to 10 pounds; occasionally up to 40 pounds. Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. Dexterity: periodic, repetitive motion; regular writing; frequent grasping, holding, and reaching. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent decision-making and concentrating; frequent public and/or coworker contact; occasional working alone. Environmental: frequent exposure to noise.

WORKING CONDITIONS

Work is performed in a typical temperature-controlled office environment subject to typical office noise. This position may require occasional overtime; weekend work and travel are rare.

The City of Palmdale is noted for its highly skilled work force with a large concentration of aerospace firms located at Air Force Plant 42 and nearby Edwards Air Force Base. Its family oriented and culturally enhancing venues such as the Palmdale Playhouse, DryTown Water Park and Starlight Amphitheater make Palmdale "a place to call home."

The city is located approximately one hour north of Los Angeles off the Antelope Valley Freeway (14). Palmdale encompasses about 104 square miles and has a population of approximately 153,000. The City is served by several school districts and has a growing retail and commercial base. For more information visit www.cityofpalmdale.org.

BUSINESS HOURS: Normal operating hours are from 7:30 am to 6:00 pm Monday - Thursday. CLOSED on Friday.

UNION: The Teamsters Local 911 represents certain positions in the City's Maintenance Division of Public Works.

EMPLOYMENT INFORMATION

APPLICATION MATERIALS must be submitted by the closing date listed in the job bulletin. Resumes cannot be accepted in lieu of a City online application.

RESIDENCE within the City is not required.

AN ELIGIBILITY LIST of the most qualified applicants will be compiled based on the results of the selection process. The list will remain in place for a period to be determined by Human Resources.

BENEFITS listed here apply to full-time and benefited part-time positions; not to unbenefited part-time employees unless so described.

A PROBATION PERIOD of six months minimum applies to initial employment with the City.

VACATION, HOLIDAYS AND LEAVE: The City provides 14 paid holidays per year and 80 hours vacation (years one through four) with a maximum accrual of 240 hours (160 hours for benefited part-time employees). Administrative employees accrue 80 hours of administrative leave per year with a maximum accrual of 240 hours.

SICK LEAVE: Employees accrue 96 hours per year with a maximum accrual of 800 hours (400 hours for benefited part-time employees). Unbenefited part-time employees receive 28 hours of paid sick leave per fiscal year.

RETIREMENT: The City is a member of the California Public Employees' Retirement System (Cal-PERS). Full-time and benefited part-time employees will be enrolled in either the New Member or Classic plan, as defined by CalPERS. New Members are enrolled in the 2% @ 62 formula and pay the full 6.25% employee contribution. Classic Members are enrolled in the 2% @ 60 formula and pay the full 7% employee contribution.

All other part-time employees are covered under the Public Agency Retirement Services (PARS).

WELLNESS PROGRAM: The program includes gym membership discounts, healthy eating programs, exercise classes & other programs.

DIRECT DEPOSIT: Direct Deposit is mandatory for all new employees.

CREDIT UNION: F&A Federal Credit Union & Logix Federal Credit Union (formerly Lockheed) are available options.

INSURANCE: The City offers group health, dental/vision, long term and short term disability, and a $50,000 life insurance policy for full-time employees. The City contributes towards the employee's health insurance.

DEFERRED COMPENSATION: The City participates in the ICMA-RC Deferred Compensation Plan, which enables benefited part-time and full-time employees to contribute on a tax deferred basis.

OVERTIME COMPENSATION: Over time is accrued at time-and-a-half for eligible employees for time physically worked in excess of the regular forty (40) hour work week.

PART-TIME EMPLOYEES: Unbenefited part-time employees are reviewed for merit salary advancement, but are not eligible for any other benefits listed. Benefited part-time employees are eligible for CalPERS retirement, sick leave, holidays, & vacation on a prorated basis.

MILEAGE PAY: Any employee may be reimbursed for work related mileage at 54 cents per mile when assigned to use their private vehicle on City business.

SOCIAL SECURITY: The City does not participate in Social Security, and does not deduct Social Security payments from any employee's salary. The City does deduct 1.45% of salary for Medicare & makes a 1.45% matching contribution

*Benefits can change at any time.

Closing Date/Time: Continuous

Palmdale, California United States View Map