Administrative Assistant

Sonomacity; Sonoma (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

Sonomacity is seeking an Administrative Assistant to perform responsible administrative and clerical duties for a City department. The role involves providing information to the public, managing departmental files, and performing complex administrative support functions.

The ideal candidate must have a high school diploma plus college coursework in business, along with two years of relevant experience.

Qualifications

• Two years of responsible administrative and clerical experience.
• Ability to communicate clearly and concisely in writing and orally.
• Experience handling cash and bookkeeping.

Responsibilities

• Perform routine complex administrative support tasks.
• Provide customer service by answering queries from the public.
• Maintain various department files and manage work orders.

Skills

Office management principles

Research and report writing

Customer service

Education

High school diploma and college coursework in business

Tools

Microsoft Office Suite

Job description

Administrative Assistant Job Description

City of Sonoma
Updated: 5/3/2017

Definition

To perform responsible administrative and clerical duties in support of a City department or
division; to provide administrative support to assigned projects or programs; and to provide
information and respond to questions from the public.

Distinguishing Characteristics

This is the journey level in the single level Administrative Assistant class. Incumbents initially
perform the more routine duties assigned to positions in this series and work under close
supervision. However, as experience is gained, incumbents are expected to perform the full
range of duties as assigned with increasing independence.

Supervision Received and Exercised

Receives general supervision from an assigned department manager.

Examples of Essential Duties

Duties may include, but are not limited to, the following:

• Perform a wide variety of complex administrative support functions related to department or
  division operations, programs and services; perform routine and special administrative
  projects for management staff.
• Provide information to the public in response to questions or requests; explain policies and
  procedures; may receive and review a variety of permit or license application materials;
  calculate and collect fees as appropriate; issue permits.
• Perform a variety of clerical accounting functions in the preparation, maintenance and
  processing of accounting records and financial transactions; receive cash payments; reconcile
  cash entries and balance cash drawer.
• Prepare a variety of reports related to the activities and programs of the department and/or
  division; compile information and statistics; copy and distribute reports and documents.
• Provide administrative support to various boards, commissions and/or committees; attend
  meetings and take minutes; prepare and distribute agenda packets and public notices.
• Maintain the department's maintenance work order management system; input work orders
  into the system; assigning work orders to supervisors; and closing out completed work orders.
• Prepare draft letters for initial operational or customer inquiry responses.
• May maintain and update portions of the city's website with respect to content, including
  agendas, minutes, packets, announcements, and similar items.
• Schedule inspections and meetings; maintain appointment schedules and calendars.
• Maintain various department files in both hard copy and electronic version; process and file a
  variety of documents including timesheets, invoices, contract documents and application
  forms.
• Oversee supplies and equipment; order and purchase supplies as necessary.
• Receive, sort and distribute mail; independently respond to various letters and
  correspondence not requiring the attention of management staff.
• Provide customer service over the phone and in person.
• Build and maintain positive working relationships with co-workers, other City employees and the
  public using principles of good customer service.
• Foster an environment that embraces diversity, integrity, trust, and respect.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Perform related duties as assigned.

Minimum Qualifications

Knowledge of:

• Principles and practices of office management.
• Principles and practices of routine research and report writing.
• English usage, spelling, grammar and punctuation.
• Modern office methods, procedures, and computer equipment including applicable software programs.
• Pertinent City and department functions, policies, rules and regulations.
• Principles and practices of cash handling and bookkeeping.
• Basic arithmetic.

Ability to:

• Perform a wide variety of complex administrative support functions related to
  department or division operations, programs and services.
• Intermittently, review and evaluate documents related to department operations; observe,
  identify and problem solve office operations and procedures; understand, interpret and
  explain department policies and procedures; explain operations and problem solve issues
  for the public and with staff.
• On a continuous basis, sit at desk for long periods of time or stand at public counter;
  intermittently twist to reach equipment surrounding desk; perform simple grasping and
  fine manipulation; use telephone; write or use a keyboard to communicate through written
  means; and lift or carry weight of 10 pounds or less.
• Understand the organization and operation of the City and of assigned department.
• Plan, organize and schedule priorities.
• Calculate fees, fines and other charges; receive payments and handle cash.
• Neatly and accurately compose clear and concise reports, applications, and general
  correspondence; organize information and present data in a usable format.
• Compile and maintain complex records and files.
• Use sound judgment in recognizing scope of authority.
• Operate and use modern office equipment including computers and applicable
  software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job
  responsibilities.
• Utilize appropriate safety procedures and practices for assigned duties.
• Establish and maintain effective working relationships with those contacted in the
  course of work.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Communicate clearly and concisely, both orally and in writing.

Experience and Training:

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

• Experience: Two years of responsible administrative and clerical experience.
• Training: Equivalent to the completion of the twelfth grade supplemented by college course
  work in business, accounting or a related field.

License and Certificate:

Possession of, or ability to obtain, a valid California driver's license as required by the
position.