What are the responsibilities and job description for the Administrative Assistant position at City of Compton?
- Performs highly skilled secretarial support to a department director.
- Answers and directs incoming telephone calls; responds to public inquiries and requests for information.
- Schedules and coordinates meetings and appointments.
- Prepares correspondence, meeting agendas and reports.
- Organizes and maintains departmental filing systems and records.
- Participates in preparing budgetary expenditures and/or maintaining the Department's payroll.
- Coordinates and conducts special projects as assigned by the Director.
- Makes travel arrangements and maintains local, state, and national memberships for departmental staff.
- Attends and participates in Board and/or other meetings as assigned.
- Conducts a variety of general office duties including processing departmental mail and ordering office supplies.
- Maintains and enforces all aspects of security and confidentiality of records and information.
- Performs other duties as assigned or required.
Required Licenses or Certifications:
- Must possess a valid California Class C Driver’s License.
Required Knowledge of:
- City organization, operations, policies and procedures.
- City Code, City Ordinances, and Standard Operating Manual.
- Principles and practices of office administration.
- General office practices and equipment.
- Standard computer software applications.
- Records management principles.
- Departmental records, reports, and documentation.
- Telephone etiquette and customer service protocol.
Required Skill in:
- Providing highly skilled secretarial support to senior-level personnel.
- Preparing correspondence, agendas, and various types of documents.
- Organizing and maintaining departmental records and filing systems.
- Answering incoming calls and responding to public inquiries.
- Coordinating special projects in support of departmental operations.
- Establishing and maintaining cooperative working relationships with co-workers.
- Operating a personal computer utilizing a variety of business software.
- Effective communication, both verbal and written.
Physical Demands / Work Environment:
- Work is performed indoors in an office setting.
- Work requires frequent light lifting, carrying and on occasion driving.
- Moderate finger dexterity and near vision is required.
- May be exposed to minor amounts of dust.
Internal applicants must use their personal email to apply, as City of Compton work emails will not be accepted for job applications. While we cannot prevent applicants from using their work email, the City is not responsible for missed communications due to system outages, firewall restrictions, employee leave, or any other technical or accessibility issues affecting City email accounts.
SELECTION PROCESS: Completed application packets will be reviewed and the first 150 qualified applicants whose qualifications meet the requirements of the position and needs of the City, will be invited to participate further in the selection process.
Candidates must be specific and complete in describing their qualifications for the position. Failure to state all pertinent information may lead to elimination from consideration. Applications must be submitted online. If you submit multiple applications, only the most recent application will be considered. Stating "see resume" is not an acceptable substitution for a completed application.
Human Resources staff will notify all applicants of their application status via email. Important notifications including invitation letters will be sent electronically to the email address provided. You are responsible for monitoring correspondence from this office by checking your email account in a timely manner.
EXAMINATION
The purpose of this examination is to establish an eligible list from which vacant position(s) may be filled.
Phase one (1) is a written examination (weighted 50%) which will measure all or portions of the above knowledge, and skills. Phase two (2) is an oral examination (weighted 50%) that will be administered by an appraisal panel to evaluate professional qualifications, background and suitability. A passing score for each phase is 70%. Each candidate will be notified via e-mail of their status at each step of the recruitment.
The City of Compton reserves the right to utilize alternative testing methods, if deemed necessary. Failure in one phase of the examination shall be grounds for declaring the applicant as failing in the entire examination, and as disqualified for subsequent parts of an examination.
GENERAL INFORMATION TO EXAMINATION APPLICANTS
The City of Compton does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or provisions of services.
Applicants with disabilities who require special testing arrangements must give advanced notice to the Human Resources Department prior to the final filing date.
ELIGIBLE LISTS
Recruitment may be conducted on a (a) promotional basis, (b) open-competitive basis, or (c) promotional and open-competitive basis simultaneously. All candidates who attain an overall score of at least 70.00 (open-competitive) and at least 75.00 (promotional) will be placed in rank order on the relevant eligible list(s).
PLEASE NOTE:
All permanent City employees that attain an overall score of at least 75.00 will be placed on both the promotional eligible list and the open-competitive eligible list. All City employees that attain a score of 70.00 on EACH PHASE of the examination but an overall score of less than 75.00 will be placed on the open-competitive eligible list only.
Each eligible list shall remain in effect one (1) year from the date of its establishment unless it is extended, abolished or exhausted. Whenever possible, three (3) names are certified to fill any one (1) vacant position. No candidate may be certified more than three (3) times for any one classified position. When certifying eligible lists to appointing powers, the promotional eligible list takes precedence over the open-competitive eligible list. A department manager's recommendation for employment is subject to the City Manager's approval.
EXAMINATION APPEAL PROCEDURE
A candidate may, within five (5) days after taking the written examination, file in writing with the City Manager an appeal against any part of the test, citing the item or items against which the appeal is directed, and the reason(s) for such appeal. The Personnel Board will consider appeals from the decisions and ratings of qualifications appraisals (interview) boards if such appeals meet the conditions described in the Personnel Rules and Regulations (Section 6.8).
EXAMINATION RECORDS
All examination papers, including the employment application, resume, and other attachments submitted by candidates are the property of the Personnel Board and are confidential records which may be open to inspection only for purposes and under conditions established by the Personnel Board.
VETERAN’S PREFERENCE
In all entrance examinations (open-competitive only) for positions in the Classified Service, veterans who served in the armed forces of the United States during time(s) of war, and who attain an overall passing score in the examination are allowed additional preferential credit in accordance with the Personnel Rules and Regulations. In order to claim veterans' credit, the applicant must submit proof of service and honorable discharge (showing specific dates of service) on a U.S. Military form (DD-214) at the time of application or not later than the final filing date for the examination.
FRINGE BENEFITS
The City's comprehensive fringe benefits program includes: retirement (Public Employees' Retirement System), medical, dental, life and vision insurances, deferred compensation, sick and vacation leaves, after-hours education reimbursement, ride share program, uniform allowance and other provisions.
Salary : $51,007 - $59,753
