Administrative Assistant

City-of-Downey,-Ca; Downey (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

The City of Downey is seeking an Administrative Assistant to provide professional, technical, analytical, and administrative support in an assigned department. This role reports to a department head and performs complex, technical tasks with minimal supervision.

Responsibilities include managing executive calendars, preparing reports, handling inquiries, and maintaining confidential records. Strong MS Office skills and customer service abilities are essential; bilingual skills are helpful.

Qualifications

• High school graduate or equivalent plus some college is required.
• Three (3) full-time years performing responsible administrative level support work is required.
• Work experience within municipal government is highly desired.
• Ability to learn and possess thorough knowledge of department functions, City services, policies, and procedures.
• Operate a personal computer using Microsoft Word, Excel, and PowerPoint with intermediate to advanced proficiency.

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.
• 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.

Skills

Customer service

Written communication

Administrative support

Analytical skills

Supervision

Team collaboration

Education

High school + some college

Some college coursework desired

Tools

Microsoft Word

Microsoft Excel

Microsoft 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.

The following examples are intended to describe the general nature and level of work performed by persons assigned to this classification.

• 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.

Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination is as follows:

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.

Testing & Selection Process:

All application materials received online by the final filing date will be reviewed. For consideration, a completed employment application and supplemental questionnaire submitted online 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 [phone] at least 72 hours in advance.