Administrative Staff Assistant

City of Santa Monica; Santa Monica (CA); Hybrid; USD 48,000 - 64,000; Full time

Job summary

The City of Santa Monica is seeking an experienced administrative professional to perform complex clerical work, gather and evaluate data, and prepare a variety of fiscal records. This role supports the Housing and Human Services Department under supervision, with potential to train staff and coordinate clerical tasks in a hybrid work setting.

Strong communication, numerical, and organizational skills are essential to manage confidential information and produce timely reports for management and

Qualifications

• Education: Graduation from high school or the equivalent.
• Experience: Four years of recent, paid increasingly responsible work experience preparing and maintaining administrative, financial, fiscal, and statistical records and/or reports.
• An associate’s degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.

Responsibilities

• Performs more complex clerical work of an administrative nature.
• Gathers and evaluates data; prepares and evaluating a variety of fiscal records.
• Supervises and coordinates clerical staff; trains as needed.
• Interprets and applies rules, regulations and policies; assists in developing procedures.

Skills

Typing 25 wpm

PC software apps

Education

High school diploma or equivalent

Associate degree substitution for experience

Job description

Only the first 200 most qualified applications received will be accepted for further consideration.

NOTE:

The eligibility list that will be established from this recruitment will be used to fill any vacancies that occur throughout City departments during the life of the list. The current vacancy is in the Housing and Human Services Department.

DEFINITION

Performs more complex clerical work of an administrative nature which includes responsibility for recommending a course of action to management in specified areas; gathering and evaluating data; and preparing and evaluating a variety of fiscal records.

SUPERVISION

Works under the general supervision of a professional, supervisory or management employee, who outlines work assignments and periodically reviews work in progress and upon completion. May train and coordinate the work of other clerical, as-needed or temporary staff, as assigned.

(Duties may vary depending on assignment)

Researches the less complex of administrative problems, conducts studies and surveys and produces reports recommending appropriate courses of action for solutions to problems.

Compiles various narrative and statistical agreements, statements and analyses, locates sources of information, devises forms to secure data and determines proper format of finished product; may assist an executive in carrying out an administrative function.

Interprets and applies rules, regulations and policies; revises, modifies and writes new policies and procedures; and keeps abreast of current developments, legal and otherwise in areas of specialty.

Acts as a resource to the public, City departments and other agencies on departmental programs and policies; assists in preparing and disseminating information on such and handles complaints and requests for information; prepares less complex reports, press releases, documents and correspondence and may make public presentations.

Prepares analytical reports on revenues and expenditures; compiles budget requests and recommends expenditure requests for designated accounts.

Performs difficult and complex clerical tasks including typing correspondence and reports; files and maintains materials; operates office equipment; processes forms, records and reports; responds to inquiries, requests and complaints and provides information, and/or makes referrals; arranges meetings and registers staff for conferences and prepares technical materials, as appropriate.

May represent supervisor at meetings.

Enters and reviews data and verifies input.

Performs other duties, as assigned.

KNOWLEDGE OF:

Basics of public administration

Report writing

Public relations and area(s) of specialization

Modern office procedures, practices and equipment

Business English, spelling, and punctuation

Simple mathematics

Purposes, methods and practices of technical and financial recordkeeping

Recordkeeping principles and procedures

Effective customer service techniques

ABILITY TO:

Communicate effectively both orally and in writing

Analyze information and assists in finding solutions to administrative problems

Act as a resource to supervisory/staff and department personnel

Keep abreast of current developments in area(s) of specialty

Prepare financial reports

Follow oral and written instructions

Perform mathematical computations

Set up and maintain filing and other recordkeeping systems

Establish and monitor office procedures and practices

Work in an ongoing confidential relationship with one or more specified management or professional positions

Establish and maintain effective and cooperative working relations with City employees and the general public

Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches

Provide effective customer service

SKILL IN:

Typing at a corrected speed of 25 words per minute

The use of a personal computer and various software applications

REQUIREMENTS

MINIMUM QUALIFICATIONS:

Education: Graduation from high school or the equivalent.

Experience: Four years of recent, paid increasingly responsible work experience preparing and maintaining administrative, financial, fiscal, and statistical records and/or reports and performing other administrative, accounting, or related duties.. An associate’s degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.

WORKING CONDITIONS

Work is typically performed in a home or work office environment in accordance with the City’s Hybrid Workplace policy. Office work may require sitting for prolonged periods of time and using a calculator and/or computer keyboard, mouse and screen. Physical demands include standing, kneeling, bending, reaching and grasping. May be required to work a flexible schedule including late nights and/or weekends during periods of peak workload.

BACKGROUND INVESTIGATIONS

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call [phone], TDD [phone] (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.