Administrative Assistant I, TEMPORARY - Human Resources

City of Desert Hot Springs; Desert Hot Springs (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

The City of Desert Hot Springs is seeking a capable administrative assistant to provide essential secretarial support across departments, manage calendars, answer public inquiries, and handle front desk tasks with discretion.

You will prepare documents, draft correspondence, maintain files, assist with meetings, and coordinate with commissions and committees, ensuring confidentiality and timely communication.

Qualifications

• High school diploma or equivalent with secretarial training.
• Progressive clerical experience in a municipal environment is preferred.
• Ability to maintain confidentiality and handle public inquiries professionally.

Responsibilities

• Receives and screens visitors and calls, manages calendars, and arranges travel/meetings.
• Prepares and edits documents; drafts correspondence and reports.
• Maintains records/files and supports commissions and committees.
• Attends evening meetings, takes minutes, and distributes agendas as needed.
• Provide front desk support and assist with overflow administrative tasks.

Skills

Office administration

Secretarial practices

Public relations

Record keeping

Communication skills

Managing calendars

Education

High school diploma with secretarial training

Job description

Under general supervision, provides a variety of secretarial and office administrative assistance to various departments. Provides customer service, record keeping, and communication with various Commissions, Committees, and handles public inquiries. Support for front office and assist with telephones and meeting schedules. Sensitivity to confidential matters may be required.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS: Essential functions, as defined under the American with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.

EXAMPLES OF DUTIES:

• Receives and screens visitors and telephone calls, manages calendars, makes travel and meeting arrangements;
• Provides factual information which may require the interpretation of policies and procedures;
• Takes messages or refers the caller to the proper personnel;
• Researches and compiles a variety of informational materials from sources both inside and outside the office;
• Types drafts and a wide variety of finished documents from notes, brief instructions, or prior materials;
• prepares reports;
• provides training and support to other support staff;
• work well with all levels of internal management as well as outside clients and vendors.
• Initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff;
• Initiates invoices and prepares purchase requests and purchase orders and formal bid documents;
• Follows up on projects; transmits information; sets priorities and meets critical deadlines;
• May be required to attend evening meetings; take minutes; prepare and distribute agendas;
• May be responsible to receive and maintain supplies;
• Negotiating and arbitrating customer and public relations;
• Maintains records and files,
• Assist with overflow work from others and fill in as office receptionist, as needed; and
• Performs related duties as requested.

EXPERIENCE/EDUCATION:

• High school diploma or equivalent supplemented with secretarial training; or
• Three (3) years of progressive clerical experience preferably in a municipal environment.
• Valid California driver's license with a good driving record at time of appointment.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

• Office administration and secretarial practices and procedures including business letter writing;
• Operation of common office equipment; i.e. personal computer, calculator, fax machine, copy machine;
• Basic communication and telephone skills;
• Skilled in public relations;
• Record keeping and filing methods;
• Correct English usage, including spelling, grammar, punctuation, and vocabulary;

Ability to:

• Provide various secretarial and office administrative assistance to supervisory, professional and technical staff;
• Use initiative and independent judgment within established guidelines;
• Compose correspondence independently or from brief instructions;
• Organize work, set priorities, meet critical deadlines, and follow up assignments with a minimum of direction;
• Use of a computer keyboard at an acceptable speed.
• Successfully pass a pre-employment physical including a drug test and live scan.

In addition to the typical qualifications, experience in the following areas is desirable:

• NeoGov and the EEO hiring process,
• Training and Certifications,
• Ordering,
• Job Descriptions.

WORKING CONDITIONS:

Environmental Conditions:

Office environment, exposure to computer screens.

Physical Conditions:

Essential and marginal functions may require maintaining physical condition necessary for sitting for prolonged periods of time.