Part-Time Administrative Assistant

City of Redlands, CA; Redlands (CA); On-site; USD 28,000 - 39,000; Full time

Job summary

City of Redlands, CA is seeking a clerical support specialist to perform a broad range of administrative tasks and assist management within the City Clerk's Office. The role supports citywide operations as vacancies are filled from this eligibility list created for multiple departments.

Responsibilities include handling calls, preparing reports, maintaining records, managing budgets and calendars, and coordinating meetings and travel for staff.

Qualifications

• One year of responsible clerical experience involving assisting management or administrative staff.
• Equivalent to a high school diploma.

Responsibilities

• Performs a wide variety of administrative and clerical duties in support of the assigned Department.
• Relieves management and staff of a variety of administrative details.
• Plans, organizes and carries out administrative assignments.
• Researches, compiles and organizes information and data from various sources on a variety of specialized topics.
• Serves as initial contact/resource person for the assigned office; screens calls, visitors and mail.
• Explains regulations, procedures, policies, systems, rules and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations and others.
• Responds to complaints and requests for information and assistance; Researches and gathers information to provide accurate answers and information.
• Refers more technical questions or issues to appropriate City staff and ensures follow-up to unanswered inquiries.
• Types, formats, composes, proofreads, and produces a wide variety of reports, letters, memoranda, spreadsheets and statistical charts.
• Maintains budget, purchasing, personnel, payroll, and other records to assist in the management or administration of departmental programs.
• Prepares, copies, and distributes meeting agendas and related materials, minutes, resolutions or other formal documents.

Skills

Administrative support

Education

High school diploma

Job description

$23.98 Hourly

Up to 1000 Hours Per Fiscal Year

The current vacancy is located in the City Clerk's Office. However, this recruitment will be used to establish an eligibility list to fill vacancies Citywide.

Responsibilities

• Performs a wide variety of administrative and clerical duties in support of the assigned Department;
• Relieves management and staff of a variety of administrative details;
• Plans, organizes and carries out administrative assignments;
• Researches, compiles and organizes information and data from various sources on a variety of specialized topics;
• Serves as initial contact/resource person for the assigned office; screens calls, visitors and mail;
• Explains regulations, procedures, policies, systems, rules and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations and others;
• Responds to complaints and requests for information and assistance; Researches and gathers information to provide accurate answers and information;
• Refers more technical questions or issues to appropriate City staff and ensures follow-up to unanswered inquiries;
• Types, formats, composes, proofreads, and produces a wide variety of reports, letters, memoranda, spreadsheets and statistical charts;
• Applies specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records and files;
• Initiates and maintains a variety of files and records for information related to the assigned office including official resolutions and ordinances;
• Maintains budget, purchasing, personnel, payroll, and other records to assist in the management or administration of departmental programs;
• Performs special projects and assignments as requested;
• Maintains calendars of department activities, meetings, and various events;
• Schedules City staff meetings or meetings between City staff and other groups or organizations;
• Coordinates travel arrangements for department staff as necessary;
• Serves as clerical support to various committees, commissions and task forces;
• Prepares, copies, and distributes meeting agendas and related materials, minutes, resolutions or other formal documents;
• Receives payment of fees and issues receipts; maintains records of transactions; and
• Performs related duties and responsibilities as assigned.

Experience

• One year of responsible clerical experience involving assisting management or administrative staff.

Education

• Equivalent to a high school diploma

Special Requirements

Essential functions and duties require the following physicalabilities and work environment:

• Ability to work in a standard office environment; ability to travel to different sites and locations;
• Regularly required to talk or hear. Required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• Occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

The City of Redlands utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.