Administrative Assistant

City of Downey; Downey (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

City of Downey seeks an Administrative Assistant to provide professional and technical support within an assigned department. The role requires learning department functions, city policies, and procedures, and the ability to work with minimal supervision.

The position involves managing the Executive Director's calendar, preparing documents and spreadsheets, handling calls, delivering customer service, and assisting in department budget preparation and monitoring. Bilingual skills are helpful.

Qualifications

• Three (3) full-time years performing responsible administrative level support work.
• Experience in municipal government is highly desired.
• Knowledge of public administration, budgeting and fiscal administration, and analytical methods.

Responsibilities

• Assist in developing and implementing departmental goals, objectives, policies and procedures.
• Prepare and distribute written information and spreadsheets.
• Screen and appropriately direct calls or requests for service.
• Provide customer service over the phone and in person.
• Interpret and apply administrative regulations or policies.
• Establish and maintain cooperative working relationships with contacts.
• Explain and enforce regulations, policies, and procedures.
• Operate a PC with Microsoft Word, Excel, and PowerPoint (intermediate to advanced).
• Organize and schedule work to meet deadlines; manage calendar and appointments.
• Take and distribute meeting notes; maintain files and confidential records.
• Perform research and analysis; assist in budget preparation and monitoring.

Skills

Customer service

Organizational skills

Problem solving

Written communication

Education

High school diploma or equivalent

Some college coursework desirable

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The position is responsible for a variety of professional, technical, analytical, and administrative support duties in an assigned department.

An Administrative Assistant is a direct report to a department head and functions at a higher secretarial/administrative level support position performing complex and technical support work requiring the ability to work with minimal supervision. The position requires the ability to learn and possess thorough knowledge of department functions, City services, policies, and procedures.

This recruitment is to establish an Eligibility List of qualified candidates to fill one current vacancy in the Columbia Memorial Space Center. The 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, unless the List expires sooner.

Responsibilities

• Assist in the development and implementation of departmental goals, objectives, policies and procedures.
• Prepare and distribute written information and spreadsheets.
• Screen and appropriately direct calls or requests for service.
• Perform customer service skills over the phone and in person.
• Interpret and comprehend administrative regulations or policies.
• Establish and maintain effective and cooperative working relationships with those contacted in the performance of duties.
• Explain and enforce regulations, policies, and procedures.
• Operate a personal computer using Microsoft software with intermediate to advanced proficiency in Word, Excel, and PowerPoint.
• Effectively organize and schedule work projects to meet deadlines.
• Manage and maintain Executive Director's calendar and appointments.
• Take and distribute meeting notes.
• Maintain administrative files and confidential records.
• Perform research and analysis.
• Assist in the management of museum gift store inventory.
• Superviselower level clerical,technical, and/or volunteer staff as assigned.
• Assist in the department budget preparation and monitoring of expenditures.

Education

High school graduate or equivalent plus some college is required. Additional college level coursework is desired (verification required).

Experience

Three (3) full-time years performing responsible administrative level support work is required. Work experience within municipal government is highly desired.

Knowledge of

Basic principles and practices in public administration including budget and fiscal administration, organizational and methods analysis; methods and techniques for evaluating and analyzing facts, information, and issues to resolve problems; research and statistical methods and techniques; effective conflict resolution and problem solving practices and procedures; and effective customer service techniques.

Ability to

Interpret and apply administrative and departmental policies and procedures, laws, and rules; analyze situations and adopt effective courses of action; organizational skills to prioritize and complete work assignments; maintain records and confidential information; analyze and evaluate administrative problems, operations, programs, and fiscal information; gather, compile, summarize, and evaluate facts and operational, statistical and financial data; exercise sound judgment in interpreting and applying concepts, and procedures to work situations; develop appropriate solutions or improvements to operations and make appropriate recommendations; and write complete, concise, and accurate reports using appropriate grammar and vocabulary. Requires operation of a personal computer using Microsoft Word, Excel, and PowerPoint with intermediate to advanced proficiency; work independently with minimal supervision; establish and maintain cooperative working relationship with those contacted in the course of work; interact cooperatively with staff, management, other departments, and public and private representatives; and communicate clearly and effectively, both verbally and in writing. Requires assisting in the training and supervision of lower-level staff, and the planning and organizing of special events. Bilingual skills are helpful.

License

Due to the performance of field duties which may require operation of a motor vehicle, 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.

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, withstand exposure to vibration, pitch, and glare from a computer.