Administrative Assistant

City of Santa Fe Springs; Seaside (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

The City of Seaside is seeking a full-time Administrative Assistant in the Recreation Department. The role involves administrative, secretarial, and office support duties, requiring knowledge of department procedures and independent judgment.

Responsibilities include word processing, data entry, typing, and assisting with budgets and contracts. Under supervision, you will support management and staff, prepare correspondence, respond to public inquiries, and help coordinate meetings and programs;

Qualifications

• Equivalent to 12th grade with college coursework or training and two years of responsible administrative experience.
• Ability to interpret and apply policies and provide information to the public.
• Familiarity with word processing, data entry, and typing tasks.

Responsibilities

• Provide administrative support to managers and staff; act as liaison with the public.
• Prepare and proofread letters, reports, and financial documents.
• Schedule meetings and maintain calendars; assist with budgeting and contracts as needed.
• Take and transcribe meeting minutes for department meetings and boards.
• Maintain filing, records, and office supply inventories; coordinate with vendors.

Skills

Administrative support

Minute taking

Data entry

Communication

Education

High school diploma or equivalent

Tools

Word processing software

Spreadsheet software

Database basics

Job description

Description

The City of Seaside is currently accepting applications from qualified candidates for the full-time position of Administrative Assistant within the Recreation Department.

The City of Seaside is currently accepting applications from qualified candidates for the full-time position of Administrative Assistant within the Recreation Department.

This is a unique opportunity for an individual who is adaptable, organized, detail-oriented, and enjoys working in a fast-paced, public-facing environment.

IMPORTANT INFORMATION

Application Process: Applicants who submit a complete application and whose qualifications meet the City's needs, as demonstrated by their training, experience, education, and other job-related qualifications, will be invited to participate in the selection process. Applications will be evaluated based on the standard online City application and responses to the Supplemental Questions to determine which candidates advance. The selection process will include a panel interview and a final selection interview. The City reserves the right to extend the application deadline at its discretion.

EQUAL OPPORTUNITY EMPLOYER

EQUAL OPPORTUNITY EMPLOYER: The City of Seaside provides outstanding services to the public and is deeply committed to a community and workforce that is inclusive, equitable, and diverse. We welcome and encourage applications from all qualified applicants, including underrepresented minorities that contribute to the diversification and enrichment of ideas and perspectives. The City of Seaside does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual’s status in any group of class protected by applicable federal, state, or local law.

Description

Under general supervision, performs a variety of administrative, secretarial, and office support duties requiring thorough knowledge of the department, its procedures, and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence using 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.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory and managerial staff. Exercises no supervision of staff.

Class Characteristics

This is the journey-level class in the Administrative Assistant series. Incumbents at this level are capable of performing complex administrative and office support duties, including taking and transcribing meeting minutes and assisting in department-related projects and programs. Employees at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility, working with a high degree of independent judgment, tact, and initiative. This class is distinguished from the Senior Administrative Assistant in that the latter provides complex administrative support to an assigned department head, oversees the workflow of the office, and provides direct supervision over lower-level support staff.

Examples of Duties

Management reserves the right 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.

• Provides administrative support to managers and departmental staff by assisting with duties of a complex nature; acts as a liaison between management and other staff or the public.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulate standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
• Prepares and processes reports, forms, and records, such as payroll, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, drafts of notices, resolutions, determination, and mailing lists.
• Screens calls, visitors, and incoming mail; receives and responds to calls received; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate.
• Schedules and/or coordinates meetings, seminars, conferences, events, and training sessions for department staff; maintains calendars and makes meeting arrangements such as set up and materials; acts as meeting and/or committee secretary including preparing agendas and informational packets and taking and transcribing minutes for assigned boards and commissions.
• Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects.
• Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
• Acts as a department representative within community groups to relay or obtain relevant information regarding departmental activities; updates website with departmental news and activities.
• Coordinates and integrates department services and activities with other City departments and outside agencies.
• Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, and multi-line telephones; may operate other department-specific equipment.
• May maintain department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers' compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers.
• Performs other duties as assigned.

Typical Qualifications

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 training and two (2) years of responsible administrative experience.

Knowledge Of

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• 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.
• 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 effective working relationships with those contacted in the course of work.

Supplemental Information

PHYSICAL DEMANDS

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 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.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

Required to work a varied schedule, which may include nights and evenings, in order to take minutes in support of meetings of the City Council and other boards/commissions as assigned.

DISASTER SERVICE WORKERS

All City of Seaside employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

EMPLOYMENT INFORMATION

MOU: SCEA MOU 2022-2025

APPLICATION PROCESS:

A completed City application form and supplemental questionnaire are required for this position. Applications must be complete and clearly demonstrate that the minimum qualifications are met. All statements made on the application are subject to investigation and verification. False statements will be cause for disqualification, or discharge from employment. The standards as stated on the front of this job announcement represent only the minimum required to file an application. Meeting the listed standards does not guarantee that a candidate will be invited for an examination as the Human Resources Department reserves the right to limit the number of candidates to the most qualified for the position as determined by the Human Resources Department.

TESTING PROCESS:

The testing process for this position may include a written examination, interview panel, and a selection interview.

LOYALTY OATH OR AFFIRMATION:

All City employees are required to sign a loyalty oath and affirmation prior to actual employment.

PROBATIONARY PERIOD:

All City employees are required to serve a one year probationary period.

EQUAL OPPORTUNITY:

The City of Seaside does not discriminate on the basis of race, creed, color, age, religion, gender, sex, gender identity or expression, marital status, status with regard to public assistance, national origin, physical or mental disability, pregnancy, covered medical condition, sexual orientation, military or veteran's status, or any other basis protected by federal, state, or local law in its employment actions, decisions, policies or practices. Reasonable accommodation in the application, testing and selection process will be made upon request of disabled applicants.

IMMIGRATION REFORM & CONTROL ACT 1986:

In compliance with the Immigration Reform & Control Act 1986, all new employees must verify identity and entitlement to work in the United States by providing required documentation.

PHYSICAL REQUIREMENTS:

Applicants must be in satisfactory health and free from disabling defect which would preclude satisfactory performance in the job for which applied.

REASONABLE ACCOMMODATION:

The Human Resources Department will make reasonable efforts in the examination process to accommodate qualified individuals with mental and physical disabilities, and/or medical conditions in accordance/compliance with the State Fair Employment Housing Act (FEHA) and Federal Americans with Disability Act (ADA) of 1990. To request reasonable accommodation, you must notify the Human Resource Representative listed on this bulletin as soon as possible and before the last day to file, in order to make the necessary arrangements during each step of the examination process.

EMPLOYEE BENEFITS (Seaside City Employees' Association)

• The City of Seaside offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.

Special Pay

• Longevity Pay Program: A 2.5% salary increase will be provided after 8 years of service and 15 or more shall receive an additional 2.5% (total of 5%) with the City of Seaside.
• Spanish Bilingual Pay Program: Designated employees can earn up to a 5% salary adjustment for using Spanish in the course of their work (written and/or oral communication).

Health And Welfare Benefits

• Blue Shield PPO Medical Insurance Plans: Three Plans available
• Guardian Dental Insurance: Calendar Year Deductible (waived for preventive services): $50 per person; Co-Payment for Preventive, Basic, and Major Services using Plan Provider: 20%; Co-Payment for Orthodontic using Plan Provider: 50%; Annual Limit for Preventive, Basic, and Major Services: $1,500; Lifetime Limit for Orthodontic Services: $1,500
• Vision Service Plan: Co-Payment for Annual Exams (with Plan Provider): $10 Co-Payment for Bi-Annual Lenses & Frames: $25 Maximum Benefit for lenses, frames, and contact lenses: $130
• Long Term Disability Plan: After 90 day elimination period, plan pays 67% of salary to a maximum of $9,000 per month. City and employee split premium 50/50.
• Life Insurance: $50,000 term life insurance policy (City paid).

Retirement Benefits

• California Public Employees' Retirement System: The plan you are enrolled in is based on the Public Employees Pension Reform Act of 2013 (PEPRA).
• "Classic" PERS Members:
• Plan: 2% @ 55
• Employee Contribution Rate: 7% (Pre-Tax)
• Retirement based on single highest year
• New PERS Members:
• Plan: 2% @ 62
• Employee Contribution: 6.25% (may be adjusted annually - required to be 50% of Normal Cost as determined by CalPERS)
• Deferred Compensation Matching Program (IRS 457 Plan): The City of Seaside will match employee's contribution up to $50 per month.

Paid Time Off

• Vacation Time: Employees earn between 10 and 22 days of vacation annually depending on years of service.
• Sick Leave: Employees accrue 8 hours of sick leave per month.
• Holidays: The City recognizes 13 paid holidays annually. In addition, members shall receive 2 floating holidays (16 hours). Initial floating holiday accrual for newly hired employees shall be prorated in accodance to the MOU schedule.

Continuing Education

• Tuition Reimbursement: Up to $3,000 per fiscal year for qualifying course work.
• Educational Incentive Pay: Up to 6% for qualifying degree programs and continuing education.

For more information, visit the City's website.