Administrative Assistant - Confidential

City of Rocklin (CA); Rocklin (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

The City of Rocklin is seeking a skilled clerical professional to perform highly responsible secretarial and administrative duties in a public-sector setting. Under supervision, duties include correspondence, data entry, scheduling, reception, recordkeeping and event coordination.

Requires high school diploma, 24 college units in business/public admin, and 3 years' administrative experience with public contact; valid California driver's license.

Qualifications

• High school diploma plus 24 college units in business/public administration or closely related field.
• Three (3) years of full-time secretarial and/or administrative experience with frequent public contact.
• Confidentiality and knowledge of department procedures and regulations.

Responsibilities

• Performs confidential secretarial and administrative duties and prepares correspondence.
• Greet/public reception, answer phones, and handle documents for the department.
• Prepare invoices, deposits, and basic accounting tasks as needed.
• Maintain records, calendars, and department files with accuracy.
• Coordinate events, travel arrangements, and meetings.

Skills

Organizational skills

Customer service

Written communication

Confidentiality

Education

High school diploma

24 semester units in business/public administration

Tools

Word processing software

Data entry software

Job description

The ideal candidate will have clerical or administrative experience in a public-sector setting, with strong organizational, customer service, and written communication skills. Experience in business operation and confidential departmental functions is highly desirable.

THE POSITION

Under general supervision, performs a variety of highly responsible secretarial and administrative clerical duties of considerable complexity, requiring confidentiality and a thorough knowledge of the assigned department’s procedures and operational structure; provides administrative support to various staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry, organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing; and performs related duties as required.

ESSENTIAL DUTIES

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

• Performs a wide variety of complex, responsible, and confidential secretarial and administrative duties, including processing various documents requiring knowledge of the department; copying and faxing documents; reviewing and processing mail; scheduling appointments and meetings; and maintaining calendars and inventory of supplies.
• Performs reception duties such as greeting and assisting the public, both in person and via telephone.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough draft, dictation equipment, 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 to drafts.
• 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.
• Assists with various accounting work, which may include preparing billing invoices; preparing bank deposits; ordering supplies, equipment, services, etc.
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
• Assists with the planning, coordination, and implementation of City events, including event logistics, scheduling, vendor and participant coordination, facility and equipment needs, and other event-related activities.
• May perform various duties associated with personnel administration, which may include establishing and maintaining confidential employee records, coordinating required pre-employment testing, conducting new employee orientations, and processing related paperwork.
• 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.
• Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; researches records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries.
• Communicates with officials and staff of other departments and agencies to obtain and relay information and to coordinate activities.
• Maintains and updates departmental websites.
• Coordinates and makes travel arrangements; maintains appointment schedules and calendars; arranges meetings and conferences.
• Assists in the support of a board or commission including preparing the agenda, assembling background material, and composing meeting minutes.
• Completes special projects, as assigned.
• Performs related duties as assigned.

QUALIFICATIONS

Education and Experience

A combination of education and experience which would provide the required knowledge and abilities is qualifying. Note: education does not substitute for the required experience unless expressly stated herein.

Equivalent to graduation from high school; supplemented by 24 semester units of college-level coursework from an accredited college in business administration, public administration, or a closely related field as determined by Human Resources; AND Three (3) years of full-time increasingly responsible secretarial and/or administrative experience involving frequent public contact, including the interpretation and application of rules and regulations.

License and Certification Requirement

A valid California Class C driver license or higher with a satisfactory driving record is required at the time of appointment.

• The City of Rocklin reserves the right to close this recruitment without prior notice.
• Please note, if you are a CalPERS Retired Annuitant, this position is not a retired annuitant eligible position. If you are a retired annuitant considering applying, you must reinstate from retirement (i.e., termination of CalPERS retirement and enrollment as an active employee) to be hired into this position.

The City of Rocklin is an Equal Opportunity Employer and encourages applicants from diverse backgrounds to apply.