Administrative Assistant - City Manager/City Clerk

THE POSITION

The City of Citrus Heights is seeking an Administrative Assistant to perform a variety of highly responsible administrative and secretarial duties of a routine analytical nature in support of the City Manager’s Office. This position will provide direct support to the City Clerk and department staff. The City Clerk’s Office is a small, hardworking, respected team regarded for their resourcefulness, consistent work product, great attitude and fantastic customer service.

IDEAL CANDIDATE: 

• Performs difficult and responsible administrative support work efficiently and accurately.

• Exhibits a high level of dependability, ethics and trustworthiness.

• Possesses strong time management and organizational skills to effectively manage workload, balancing strict timelines and works with a sense of urgency.

• Works well independently and completes tasks with minimal instruction.

• Demonstrates proven professional/technical level experience in support of management personnel.

• Understands the need for tact, diplomacy, and discretion in interactions with internal and external customers.

• Flexible with changing priorities and assignments within the City and division.

• Possesses the ability to perform complex, responsible, and confidential secretarial and administrative duties.

• Focuses work efforts to carry out the City’s Customer Service philosophy of actively listening, addressing customer concerns, and providing services at a level that exceeds customer expectations.

• Thrives in a team environment that encourages cooperation, communication, and mutual sharing of risk, responsibility, and reward.

• Identifies and generates “a better way of doing things” by viewing issues or problems as opportunities for improvement rather than as obstacles.

• Treats all individuals encountered, equally and with respect, basing actions on honor and ethics.

ESSENTIAL SKILLS AND EXPERIENCE INCLUDE THE ABILITY TO:

• Organize and maintain office and specialized files.

• Routinely demonstrates ability to follow up and follow through.

• Ability to anticipate needs.

• Demonstrate computer proficiency and experience with Microsoft Office products and record keeping databases.

• Provide excellent customer service.

• Understand, apply and explain City and department policies and procedures.

• Provide excellent interpersonal and communication skills, both verbally and in writing.

Under general supervision, performs a variety of complex and highly responsible administrative and office support duties of considerable complexity requiring thorough knowledge of the assigned department, its procedures, and operational details; assists with confidential and sensitive projects; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry and organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing; provides information to the public and City staff; and performs related duties as assigned.

Duties may include, but are not limited to, the following:

• Provides administrative support to a department head in daily operations management. 
• Interprets and explains City and department policies, rules, and regulations in response to inquiries; refers to inquiries as appropriate; responds to most complicated or sensitive inquiries or complaints; assists in developing department policies and procedures in order to meet department objectives.
• Provides lead direction, as assigned, to administrative support personnel including assigning and reviewing the work of others, and responds to questions and situations to which less experienced staff have not been exposed.
• Prepares, types, and/or processes various documents requiring professional knowledge of the department, division, or program functions, which may include, but are not limited to, permits, licenses, applications, vouchers, claims, meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal/official documents, bid documents, etc. 
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough drafts, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts. 
• Maintains accurate and detailed records, verifies the accuracy of information, researches discrepancies, and records information.  
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. 
• Performs various accounting/bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable/receivable, preparing financial reports and statements, maintaining and balancing accounts, preparing bank deposits, etc. 
• Maintains timecard and payroll records; prepares, updates, and processes personnel action forms, employee data sheets, and position control sheets; maintains departmental records for management personnel including employee evaluations and disciplinary actions.
• Prepares, copies, collates, and distributes a variety of documents, including meeting agendas and/or minutes, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.  
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, files, and report summaries; retrieves information from systems as required.   
• Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; researches records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries. 
• Communicates with officials and staff of other departments and agencies to obtain and relay information and coordinate activities. 
• Receives and responds to inquiries, in oral or written form, from the public or other agencies concerning department/division operations. 
• Performs other clerical/administrative support work as required, which may include but is not limited to copying documents, filing/retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars, updating departmental website; maintain inventory of supplies and materials, etc. 
• Makes travel arrangements, maintains appointment schedules and calendars, and arranges meetings and conferences. 
• Prepares and distributes outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to ensure accuracy. 
• Organizes, coordinates, and attends various meetings and training as required or appropriate. 
• Completes special projects as assigned. 

• Acts as meeting secretary, including preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes for assigned meetings, boards, and commissions.
• Supports City Commissions and committees and may provide support to City Council meetings; prepares agenda packets and ensures proper public noticing; transcribes and distributes meeting minutes; ensures appropriate follow-up on action items; prepares complex departmental agenda items and packets for the City Council or other committee and commission meetings; processes and archives historical documents; serves as liaison to commission/committee members; provides support to special projects or initiatives of the Commission; represents the Commission at public events as required.
• Receives and responds to inquiries, in oral or written form, from the public in compliance with the Public Records Act.
• Organizes and assists with the filing of Statement of Economic Interests and Campaign Statements for candidates, office holders, and City employees. 
• Performs related duties as assigned.

Knowledge of: 

• Business administrative policies and procedures. 
• City and department programs, goals, policies, and procedures of the assigned department/division. 
• Applicable federal, state, and local laws, regulatory codes, ordinances, procedures, and terminology relevant to the assigned area of responsibility. 
• Principles and practices of data collection and report generation. 
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department/division. 
• Recordkeeping, report preparation, and filing systems and methods. 
• Financial recordkeeping and basic budget preparation process. 
• Business arithmetic, including percentages and decimals.   
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly. 
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. 
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. 
• Modern equipment and communication tools used for business functions, projects, and task coordination. 
• Computers and software programs to conduct, compile, and/or generate documentation.

Ability to:

• Plan, organize, and coordinate the work of assigned staff. 
• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Perform difficult and complex administrative statistical and functional work involving the use of considerable independent judgment. 
• Maintain confidentiality of information received. 
• Understand the scope of authority in making independent decisions. 
• Gather and compile department/division-specific information from a variety of sources. 
• Prepare, review, and present reports, recommendations, correspondence, and other communications in a clear and concise manner. 
• Understand and follow complex oral and written instructions. 
• Organize and maintain accurate files and records.   
• Compose correspondence and reports independently or from brief instructions; maintain records and databases. 
• Make accurate arithmetic computations. 
• Review situations accurately and determine an appropriate course of action using judgment according to established policies and procedures. 
• Understand, interpret, and apply pertinent laws, codes, regulations, policies, procedures, and standards relevant to the work performed. 
• Effectively represent the department/division and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals. 
• Independently organize work, set priorities, Schedule and coordinate projects, meet critical deadlines, and follow up on assignments. 
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks. 
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. 
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. 
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.  
• Use principles of effective office safety including the use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintenance of safe housekeeping in personal and common workspaces.
• Provide high-quality, economical services to the Citrus Heights community, placing emphasis on responsive customer service.
• On a continuous basis, know and understand all aspects of the job; organize work papers, intermittently, review documents related to department operations; observe, identify, and problem-solve office operations and procedures; understand, interpret, and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
• On a continuous basis, sit at a desk and/or stand for long periods of time; intermittently twist and bend to reach office equipment; use simple grasping and fine manipulation; and write or use a keyboard to communicate through written means; run errands; lift or carry the weight of 10 pounds or less

Experience and Training

Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:

Experience:

Three years of increasingly responsible experience in administrative and office support operations required.  One year of office management experience and/or providing support to a management-level position is highly desirable.

Training:

Equivalent to the completion of the twelfth grade. College coursework in business, communication, accounting, or a related field is desirable.  An associate degree is desirable.

License or Certificate:

May need to possess a valid California driver’s license and proof of automobile liability insurance as required by the position.

PHYSICAL/SENSORY REQUIREMENTS

On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use a telephone, and write or use a keyboard to communicate through written means; and lift or carry the weight of 10 pounds or less.

Salary : $52,716 - $65,857