Administrative Assistant - Confidential

City of Lodi; Lodi (CA); On-site; USD 55,000 - 68,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Vacation leave

Sick leave

Flexible Spending Account

Retirement plan

Job summary

The City of Lodi seeks an Administrative Assistant-Confidential in the Administrative Services Department. This role supports five managers and a Department Head with high-level clerical tasks and discreet handling of confidential information.

Key duties include managing schedules, preparing reports, processing invoices, coordinating meetings, and supporting recruitment and payroll activities as needed. The ideal candidate is organized, reliable and customer‑focused.

Qualifications

• Five years of clerical experience.
• Two years supporting an Executive Level, Director or Department Head preferred.
• FLSA Status: NON-EXEMPT

Responsibilities

• Provides administrative direction and support over department functions.
• Prepares correspondence from notes, verbal instructions, or on own initiative; researches, compiles, and analyzes data.
• Greet visitors and provide front-line customer service.
• Maintains schedules and coordinates meetings.
• Coordinates travel arrangements for department staff.

Skills

Customer service

Organizational skills

Communication

Scheduling

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheet

Database

Scheduling software

Job description

The City is conducting an Open recruitment to fill an Administrative Assistant-Confidential position in the Administrative Services Department. This position will support five managers and a Department Head. The ideal candidate will be a highly responsible and motivated individual with excellent customer service and organizational skills.

Job descriptions are intended to present a broad and general range of duties, which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job.

DEFINITION

Performs highly responsible, complex and confidential administrative and clerical duties; provides administrative direction and support over various departmental functions and projects requiring independent decision‑making, judgment and initiative; oversees the support functions of the department.

DISTINGUISHING CHARACTERISTICS

Distinguished from other clerical positions by more complex duties, to include providing administrative direction and support for various departmental functions and projects; may function as administrative assistant to high-level staff.

SUPERVISION EXERCISED AND RECEIVED

Receives supervision from higher-level staff. May be responsible for functional, technical, or direct supervision over other staff. Duties may include, but are not limited to the following:

• Performs highly responsible, complex and confidential administrative and clerical duties; provides administrative direction and support over various departmental functions and projects; oversees the support functions of the department;
• Plans, coordinates and supervises assigned general administrative functions of the department; serves as office manager to direct and ensure work is handled on a priority basis and completed in a timely, accurate manner;
• Prepares correspondence from notes, verbal instructions, or on own initiative; researches, compiles, and analyzes data for assigned special projects and reports;
• Produces various reports, charts, graphs, presentations and high level correspondence related to operations of the department and/or City;
• Distributes information and materials generated by department; may participate and assist in routine personnel, payroll, purchasing, and budget duties; enters, reviews, verifies departmental payroll information; assists and coordinates with Human Resources on recruitment activities; audits and processes invoices; prepares, codes and processes purchase orders; provides front‑line customer service, greets and directs visitors, answers phones, coordinates deliveries, stocks office supplies, makes photocopies, faxes, and files. Provides excellent customer service to internal and external customers both in person and over the telephone and refers inquiries as appropriate; responds to complaints and requests for information with tact and diplomacy; resolves as possible or refers to appropriate department or party as necessary;
• Processes incoming and outgoing correspondence; replies independently or as directed; schedules meetings and conference rooms; manages schedules for Department Head or Manager;
• Coordinates and makes travel arrangements for department staff;
• Supervises, trains and evaluates subordinates and assigned staff; coordinates and manages the department selection process in partnership with Human Resources, including participation in the interview, selection of and on‑boarding of assigned staff;
• Maintains confidential information related to legal matters and managerial practices and decisions;
• Develops and implements office procedures to assure complete and timely operations, creates office forms to facilitate work flow;
• Operates personal computer, related software and programs; create, maintain and organize departments/unit files in an efficient and effective manner;
• Coordinates, schedules and attends a variety of meetings; prepares and distributes meeting notices or agendas; maintains appointments and activity calendars; reserves facilities; collects and compiles information for meetings;
• Individual duties, tasks, and projects may vary or differ based on Departmental assignment and operational needs;
• Performs other duties related to the operation of the department and the City including additional duties that enable the department and City to meet the diverse needs of its community.

Knowledge of

• English usage, spelling, grammar and punctuation;
• Modern office methods, procedures and equipment, including word processing spreadsheet, database and scheduling software for personal computers;
• Understand the organization and operation of the City, including the role of an elected City Council and appointed boards and commissions, and of outside agencies as necessary to assume assigned responsibilities;
• Principles of supervision, training and performance evaluation.

Ability to

• Provide high level administrative direction and support over various or multiple functions within the department;
• Oversee the support functions of the department;
• Prioritize multiple assignments and or projects and complete assigned tasks accurately and in a timely manner;
• Research, compile and analyze data from multiple sources;
• Maintain confidential information related to legal matters and managerial practices and decisions;
• Plan, organize and manage the clerical support function of the department to which assigned;
• Communicate effectively, orally and in writing; type and/or transcribe at a speed necessary for adequate job performance; meet time sensitive deadlines;
• Operate appropriate computer software; develop, implement and maintain related filing systems on computers;
• Use initiative and independent judgment within established guidelines; work independently in the absence of supervision;
• Establish and maintain cooperative and effective relationships with those contacted during the course of work.

EDUCATION AND EXPERIENCE

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

Education

Equivalent to the completion of high school supplemented by specialized clerical courses.

Experience

Five years of responsible clerical experience. Two years of experience supporting an Executive Level, Director or Department Head is preferred.

*FLSA Status: NON-EXEMPT

TESTING PROCESS

Candidates considered to be among the most qualified will be required to participate in a qualification appraisal testing process. This may include oral interviews, assessment exercises, and physical exercises. Passing scores will determine placement on an established eligible list. Eligible lists last approximately 2 years unless abolished sooner. Fingerprints and/or background clearance is part of the testing process.

Selection Process

Only the best qualified applicants will be invited to continue in the recruitment process.

EQUAL OPPORTUNITY EMPLOYER

The City of Lodi is an equal opportunity employer and is committed to a policy of fair employment practices regardless of race, color, ancestry, national origin, religion, sex or sexual orientation, marital status, age, mental or physical disability or perceived disability, medical condition, pregnancy, political affiliation or belief, or other unlawful discrimination.

AMERICANS WITH DISABILITY ACT

In compliance with the Americans with Disabilities Act and Section 504 of the Rehabilitation Act, the City of Lodi provides reasonable accommodation for qualified individuals with disabilities. Individuals with disabilities requiring accommodations must contact the Human Resources Division upon application submittal to confirm the request.

CRIMINAL BACKGROUND INFORMATION

City of Lodi is authorized and required by the state of California to access Local, State, and/or Federal criminal history as part of the testing process. This process can be completed by initial fingerprinting and/or a full Background investigation pursuant to Penal Code §11105(b)(10), §11105.3, §13300(b)(10); Education Code §10911.5; Public Resources Code §5164) and in compliance with the City of Lodi's Fingerprinting Policy and Procedure. As a future employee or volunteer, you are required to fingerprint and process through the Department of Justice and cleared before you can start. All information obtained will be kept in strict confidentiality.

HIRING PROCEDURE

Applicants must possess the minimum qualifications by the final filing date. Eligible lists are established upon successful completion of the selection process. The candidates must be successful in each part of the testing. To fill each vacancy the hiring department will request names to be certified from the eligible list and will make a selection from this certification list.

CONDITIONAL JOB OFFERS

Conditional job offers are subject to successful completion of a medical drug screen and/or physical. Candidates should not quit or give notice to their current employer until final notification has been awarded by the Human Resources Division.

MEDICAL-DRUG SCREENING

All positions may be subject to a physical or drug screen issued by a qualified medical physician assigned by the Human Resources Division. Under the requirements of the Drug Free Workplace Act of 1988, the City of Lodi has been designated as a drug‑free workplace.

APPOINTMENT

At the time of appointment all candidates will be required to execute an oath of allegiance and complete Form I-9 - Employment Eligibility Verification in compliance with the Immigration and Naturalization Act. United States citizenship is not required. All new appointees are required to successfully complete a probationary period of twelve months.

EMPLOYMENT BENEFITS

SALARY

The starting salary is the first rate shown on the job announcement. Advancement to the higher steps of the salary range is based upon merit in accordance with the Salary Ordinance and Rules for Personnel Administration. Eligibility for the first merit increase is effective after 12 months and for additional merit increases after one year intervals until the employee has reached the maximum step.

HOLIDAY, VACATION, SICK, AND ADMINISTRATIVE LEAVE

Holiday - An average of 13 paid holidays per year. Vacation - 2 weeks paid vacation annually, increasing with length of service depending upon the appropriate labor agreement. Sick Leave - 10 days per year depending upon the appropriate labor agreement. Administrative Leave - Management/Mid‑Management positions receive 80 hours per fiscal year, and specified professional/technical positions receive 40 hours per fiscal year (Pro‑Rated).

HEALTH INSURANCE

Medical, Dental and Vision plans are available for employee and dependents. A portion of the premiums may be the employee's responsibility.

LIFE INSURANCE AND LONG TERM DISABILITY

The City pays the full premium for employee and dependent life insurance, and offers a long‑term disability plan that provides up to approximately 2/3 of an employee's salary.

RETIREMENT AND DEFERRED COMPENSATION

The City of Lodi is a member of the Public Employees' Retirement System (P.E.R.S.). Lodi is not a member of the Social Security System except for the required medical contribution. Employees may participate in a 457 Deferred Compensation program.

FLEXIBLE SPENDING ACCOUNT

Employees may participate in a Section 125 Flexible Spending Account.