Administrative Assistant (Environmental Services - Water/Wastewater Division)

City of Arcata; Arcata (CA); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical/dental/vision coverage

Health insurance opt-out option

Deferred compensation

Job summary

The City of Arcata is hiring an Administrative Assistant in the Environmental Services Department (Water/Wastewater Division). This role supports a range of administrative tasks, documents, data entry, and customer service for the division.

Strong organizational skills and accuracy are essential. Applicants should have a high school diploma and at least one year of administrative experience with public contact.

Qualifications

• High school diploma or equivalent with related administrative training or experience.
• At least 1 year of progressively responsible administrative support experience with public contact.

Responsibilities

• Perform administrative and support duties for the assigned division and programs.
• Prepare and maintain reports, logs, letters, forms, and other documents.
• Maintain up-to-date office files and records.
• Process forms and documents for review and compliance with procedures.
• Enter data and generate reports using databases and spreadsheets.
• Assist with budget-related activities and purchase orders.

Skills

Customer service

Oral and written communication

Attention to detail

Data entry

Time management

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Database software

Job description

Are you highly organized, detail-oriented and committed to providing excellent customer service to members of the public? Consider a career with the City of Arcata and apply today!

We are currently recruiting for the position of Administrative Assistant in our Environmental Services Department (Water/Wastewater Division).

Please note:

Interviews are tentatively scheduled for Thursday, December 3rd. Please hold this date.

Enjoy GREAT BENEFITS including: the City currently pays the majority of the medical coverage premium for employees (and their dependents) and 100% of the premium for dental and vision coverage. If applicable, the City also offers a $400/month health insurance opt-out option. Additionally, immediate City contribution to deferred compensation, vacation accrual that increases with service, longevity pay, etc. See more in the "Benefits" tab.

DESCRIPTION

Under the general supervision of higher level staff performs a wide variety of administrative and support duties and activities of a general and specialized nature in support of an assigned Division or program area; performs other related duties as assigned.

• Performs a variety of administrative and support functions for assigned Division, including planning, coordinating, implementing and monitoring various administrative support duties and activities and special projects or programs related to the assigned area or responsibility.
• Composes, prepares, and maintains a variety of reports, logs, letters, memoranda, forms, and other materials related to assigned Division, including reviewing and verifying for completeness and compliance with established regulations and procedures, researches, complies and analyzes information; applies City and program policies and procedures in determining completeness and accuracy of a variety of related documents.
• Maintains accurate and up-to-date office files, records, and logs for assigned areas; develops, prepares, and monitors various logs, accounts, and files for current and accurate information, including various mandated and compliance related activities.
• Prepares and processes a variety of forms and other documents calling for review of development of data, and the use of administrative support steps requiring knowledge of the program area structure.
• Compiles, prepares, and enters data into a computer from various sources; creates and maintains computer based tracking information and reports including assigned databases, records, and lists; creates standard spreadsheets; inputs corrections and updates; verifies data for accuracy and completeness; prepares and queries as needed for compliance and other reporting.
• Assists with assigned budget related activities, including monitoring expenditures against Division budget, processing purchase orders and check requests, receiving payment and processing receipts for registration fees; disburses and reconciles petty cash.
• Serves as liaison between assigned Division and the general public, City staff, and outside groups and agencies; provides information and assistance as appropriate; explains programs, policies, and activities related to specific program area of assignment; Receives and screens visitors, telephone calls, email, and written correspondence providing information and handling issues that may require sensitivity and the use of sound independent judgment; responds to complaints and requests for information relating to assigned responsibilities; refers caller or complaint to appropriate City staff for further assistance as needed or takes or recommends actions to resolve the complaint.
• Creates and maintains accurate and efficient office filing systems (manual and electronic) for various division records; may assist in preparing records and files for storage and/or destruction as appropriate; maintains the security of confidential files as required.
• Orders and maintains assigned division supplies, materials and other related inventory.
• Performs other related duties as assigned.

See job description for full list of duties.

EXPERIENCE AND TRAINING

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 graduation from high school, with supplemental or specialized training in related administrative or support functions and relevant computer software application programs; and at least one (1) year progressively responsible experience in an administrative support position involving frequent public contact and customer service.

Knowledge of: Applicable codes, regulations, policies, technical processes and procedures related to assigned division; office methods, practices, procedures; modern office equipment, including computer hardware and software necessary for work functions and project tracking, word processing, spreadsheet, database and web design applications; principles and practices of fiscal, statistical, and administrative research techniques, sources of information and methods of data collection and report preparation; English usage, grammar, spelling, vocabulary, and punctuation; principles and practices of records management; techniques for dealing effectively with those contacted in the course of work, both in person and on the telephone.

Ability to: Perform a variety of administrative and support duties and activities of a general and specialized nature in support of an assigned division or program area; understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities; understand interpret and apply general and specific policies and procedures of assigned area; interpret and apply applicable federal, state, and local laws, codes and regulations; organize and maintain division files and records; compose, prepare, and process a variety of correspondence, reports, forms, and other documents, ensuring accuracy completeness, and compliance with policy and procedure; communicate clearly and effectively orally and in writing; operate a computer, necessary software applications, and other applicable standard office equipment; plan and organize work to meet changing priorities and deadlines; establish and maintain effective and cooperative working relationships with those contacted in the course of work.

OTHER REQUIREMENTS

• A valid California Driver’s License.
• A commitment to understand and support diversity and inclusion in the workplace.
• Be willing to attend meetings after normal work hours as necessary.
• Be willing to work extended hours as necessary to complete assigned projects.
• Be willing to travel for trainings and/or meetings.

PHYSICAL REQUIREMENTS

Work is generally performed in an office environment. Must be able to perform the physical aspects of the job, including prolonged sitting, standing, walking, kneeling, squatting and stooping; operating standard office equipment, including a computer; hearing and speech to communicate in person and over the telephone; lift, push, pull, and carry up to 25 lbs.; interact with a diverse range of people.