Administrative Assistant II (Promotional)

City of West Covina; West Covina (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

City of West Covina is seeking an Administrative Assistant to support the department head, manage office operations, and coordinate communications within the office and the public. This role performs data compilation, report drafting, and maintains essential records.

Ideal candidates will have three years of clerical experience, strong English skills, proficiency in Microsoft Office, and the ability to supervise staff and coordinate with off-site locations as needed.

Qualifications

• Three years of increasingly responsible clerical experience.
• Typing speed of 55 WPM.
• Proficiency with computers and Microsoft Office.
• Thorough knowledge of English grammar, spelling, filing, and arithmetic.

Responsibilities

• Organizes the flow of communications, paperwork, and activity through the department.
• Maintains calendar and acts as administrative assistant to the department head and staff as directed.
• Assists in compiling information for annual budgets and special projects.
• Composes and types correspondence and memorandums after receiving general direction as to content and purpose.
• Establishes procedures to organize and maintain departmental files and records.

Skills

Typing 55 WPM

MS Office

Tools

Microsoft Office

Job description

Promotional Only

This position is open to City of West Covina employees only.

Candidates who are not current City employees will not be considered.

Job Summary

Under general supervision, assists the administrative head of the department or division by supporting him/her of administrative detail and supervising and coordinating office operations; compiles data and information and drafts reports and correspondence; assists in coordinating communications within the office, other departments and the public; performs related duties as required.

Essential Functions

• Organizes the flow of communications, paperwork, and activity through the department.
• Maintains calendar and acts as administrative assistant to the department head and staff as directed.
• Assists in compiling information for annual budgets and special projects.
• Composes and types correspondence and memorandums after receiving general direction as to content and purpose.
• Establishes procedures to organize and maintain departmental files and records.
• Records the proceedings of staff or commission meetings.
• Directly supervises and trains office staff and indirectly supervises, coordinates, or maintains liaison with other staff working at off-site locations of the department.
• Compiles, researches, and organizes data and information and drafts reports.
• Maintains personnel, payroll, equipment, activity, and other official records.

Required Knowledge

• Thorough knowledge of English, grammar, spelling, filing, and arithmetic; of modern office methods, procedures, terms, and equipment; considerable knowledge of the principles of office management, supervision, and training; working knowledge of city government and organization.
• Ability to spell and to use correct English grammar; perform a variety of difficult office and clerical work requiring independent judgment; plan work for other employees and direct them in their activities; work effectively with the public; work independently in the absence of specific instructions; follow oral and written instructions.

Experience

Three years of increasingly responsible clerical experience.

Skills

• Typing: 55 WPM
• Use of computers and Microsoft Office

Desirable Qualifications

Previous experience working in an increasingly responsible clerical role is highly desirable.

Physical Requirements

This position also requires extensive and repetitive physical activity involving the arms, wrists, and hands, including writing and using a keyboard.It also requires physical abilities associated with the ability to read, write and communicate in a work environment requiring no extraordinary physical strength or other special physical qualifications.

Typing Certificates

Keyboard (typing) at minimum 55 words per minute. Typing certificates are required on or before the selection interview and must be current within one (1) year from the day of the interview. (Note: Certificates must be from an accredited college, business school, adult school, or employment agency. Online typing certificates will not be accepted.)

Selection Process

Those candidates whose application and resume clearly demonstrates the most job related education, training, and experience will be invited to participate in an oral board interview. Those who successfully pass theoral board interview will be placed on an eligibility list. The eligibility list will be used to fill the current vacancy and any future vacancies up to one (1) year from the date the eligibility list is established.

Prior to the appointment to the position, the selected candidate must pass a background (live scan / fingerprint) and a physical examination, which includes a drug screen.

The City of West Covina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.