Administrative Assistant

City of Orange; Placentia (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Orange seeks an Administrative Assistant to perform complex administrative and secretarial duties, supporting management and staff, and handling correspondence, data entry, and office operations.

The role requires knowledge of public agency processes, strong communication, and proficiency with standard office software in a dynamic city environment.

Qualifications

• Equivalent to completion of twelfth grade with college coursework or technical training in secretarial/office administration.
• Plus three years of responsible secretarial experience; public sector experience desirable.

Responsibilities

• Provide administrative support to management and staff; compose and prepare correspondence.
• Conduct skilled word processing, data entry, and typing; assist with budgets, contracts, and projects.
• Serve the public and staff, and provide information as needed; manage records and filing systems.

Skills

Organization

Public agencies

Customer service

Data entry

Word processing

English grammar

Office equipment

Communication

Education

High school diploma + college coursework

Tools

Word processing

Web design

Database

Spreadsheet

Job description

JOIN THE CITY OF ORANGE AS AN ADMINISTRATIVE ASSISTANT!

Under general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures, and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and department programs; and performs related work as required.

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Knowledge of:

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
• Business mathematics and basic statistical techniques.
• Record keeping principles and procedures.
• Modern office practices, methods, and computer equipment.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision.
• Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate mathematical, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Education and Experience:

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 the completion of twelfth (12th) grade supplemented by college-level coursework and/or technical training in secretarial science and/or office administrative support AND three (3) years of responsible secretarial experience. Public Sector experience is desirable.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Working Conditions:

This position requires regular and reliable attendance and the employee’s physical presence at the workplace. May be required to work various shifts, including, but not limited to, early mornings, evenings, weekends, and holidays, at a variety of City locations.

Environmental Elements:

Employees work in an office environment with moderate noise levels and controlled temperature conditions; but may occasionally work in the field and be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration, mechanical and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Disaster Service Worker:

All employees of the City of Orange are designated by both State law and City ordinance to be “Disaster Service Workers.” In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.

City Mission, Vision, and Values:

Incumbents in all City positions are expected to exhibit the behavior characteristics reflected in the City's Mission, Vision, and Values statements in the performance of their duties: The City of Orange is committed to excellent service for our residents, businesses, and visitors. As an organization, the City of Orange is the leader in delivering the highest level of service to meet current and future needs of the community. The City's values include Teamwork, Accountability, and Excellence.