Administrative Assistant (temp)

Proper Solutions; Palm Springs (CA); On-site; USD 26,000 - 37,000; Full time

Job summary

Proper Solutions represents a governmental agency seeking an Administrative Assistant to provide comprehensive administrative and clerical support to the Director and Assistant Director with departmental operations, meetings, correspondence, scheduling, records, and public communications.

The role requires excellent organization, attention to detail, strong written and verbal communication, and the ability to manage multiple priorities while working with the public, staff, and various boards and

Qualifications

• Knowledge of general office practices, procedures, and administrative functions.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to accurately transcribe meeting discussions and prepare professional minutes.
• Ability to prioritize and manage multiple assignments and deadlines.
• Proficiency with standard office equipment and computer applications.
• Ability to communicate effectively and professionally with the public, officials, staff, and committees.
• Ability to work independently while also functioning as part of a team.
• Ability to maintain accurate records and handle confidential information.

Responsibilities

• Answer incoming telephone calls, provide information when appropriate, and direct calls to the appropriate department, division, or individual.
• Prepare, copy, assemble, and post agendas and meeting packets for the various Commissions and Committees.
• Prepare, copy, and mail Public Hearing Notices for the department in accordance with applicable requirements and deadlines.
• Assist the organization and department with large mailings, including preparation, copying, assembly, addressing, and distribution of materials.
• Attend designated meetings and accurately transcribe and prepare meeting minutes for various Commissions and Committees.
• Prepare correspondence, memoranda, notices, and other departmental documents as directed.
• Schedule meetings and appointments for the Director and Assistant Director.
• Maintain organized departmental files, records, correspondence, agendas, minutes, and related documents.
• Provide professional and courteous customer service to residents, applicants, committee members, staff, and the general public.
• Assist with general administrative duties and special projects as assigned.
• Maintain confidentiality and exercise sound judgment when handling sensitive departmental information.
• Ensure administrative tasks are completed accurately and within established deadlines.

Skills

Administrative support

Clerical skills

Public communications

Meeting minutes

Records management

Scheduling

Customer service

Transcription

Job description

Our client, a governmental agency, is seeking an Administrative Assistant to provide comprehensive administrative and clerical support to their Director and Assistant Director with departmental operations, public meetings, correspondence, scheduling, records, and public communications. This position requires excellent organization, attention to detail, communication skills, and the ability to manage multiple priorities while working with the public, staff, and various boards and committees.

Duties and Responsibilities

• Answer incoming telephone calls, provide information when appropriate, and direct calls to the appropriate department, division, or individual.


• Prepare, copy, assemble, and post agendas and meeting packets for the various Commissions and Committees.


• Prepare, copy, and mail Public Hearing Notices for the department in accordance with applicable requirements and deadlines.


• Assist the organization and department with large mailings, including preparation, copying, assembly, addressing, and distribution of materials.


• Attend designated meetings and accurately transcribe and prepare meeting minutes for various Commissions and Committees.


• Prepare correspondence, memoranda, notices, and other departmental documents as directed.


• Schedule meetings and appointments for the Director and Assistant Director.


• Maintain organized departmental files, records, correspondence, agendas, minutes, and related documents.


• Provide professional and courteous customer service to residents, applicants, committee members, staff, and the general public.


• Assist with general administrative duties and special projects as assigned.


• Maintain confidentiality and exercise sound judgment when handling sensitive departmental information.


• Ensure administrative tasks are completed accurately and within established deadlines.

Knowledge, Skills, and Abilities

• Knowledge of general office practices, procedures, and administrative functions.


• Strong written and verbal communication skills.


• Excellent organizational skills and attention to detail.


• Ability to accurately transcribe meeting discussions and prepare professional meeting minutes.


• Ability to prioritize and manage multiple assignments and deadlines.


• Proficiency with standard office equipment and computer applications.


• Ability to communicate effectively and professionally with the public, officials, staff, and committee members.


• Ability to work independently while also functioning effectively as part of a team.


• Ability to maintain accurate records and handle confidential information appropriately.

Qualifications

• Previous administrative, clerical, or office support experience, preferably in a municipal, governmental, or public-facing environment.


• Experience preparing correspondence, meeting materials, notices, and/or minutes is desirable.

Full-time (temporary) $23/hr