What are the responsibilities and job description for the Senior Administrative Assistant position at City of Dana Point?
Under general supervision to perform a variety of complex administrative and secretarial duties for an assigned department head or other senior level official; provide general assistance to the public regarding department policies and procedures; and other related work as required.
This is an advanced journey level administrative classification. Positions in this classification are responsible for assisting a department head by performing a full range of secretarial and administrative support services with a high degree of independence. Assigned duties require the incumbent to be familiar with a wide range of departmental activities, and may include various research, budgetary and administrative functions. In addition, incumbents are regularly involved in assisting higher level officials and may be responsible for supporting a City commission or subcommittee. Position may provide technical and functional supervision over other staff, as needed. This position is non-exempt under FLSA standards.
Essential job functions may include, but are not limited to, the following: (Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.)
- Participate and assist in the administration of a department; research and prepare reports related to departmental functions; process and/or maintain records related to the administration of the departmental budget; monitor and report on projects or activities within the department.
- Type, format and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instruction or machine dictated copy; reviews drafts for punctuation, spelling and grammar; independently compose letters, memoranda or basic reports from general instruction or information related to assigned responsibilities; arrange for or distribute copies of materials.
- Coordinates preparation of agendas, notices and other documents related to the support of a commission, committee or task force.
- Establishes and coordinates the records management system for the department head and/or the department; maintains and updates a variety of department records.
- Serve as initial contact/resource person for the assigned department; screen calls, visitors, and mail; respond to complaints and requests for information and assistance from the public, City staff, and representatives of other organizations; research questions to provide accurate information; refer more technical questions or issues to appropriate City staff; ensure follow up to unanswered inquiries.
- Makes appointments and schedule meetings; arranges conference room or other meeting facilities; makes arrangements for equipment, materials and supplies.
- May serve as secretary to a Commission or other official group including preparing meeting agendas and related materials, scheduling meetings, taking and transcribing minutes of meetings and other related tasks.
- May direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.
- May order office supplies and equipment, distribute to department, and maintain central stores.
- Assist in a variety of department operations; perform special projects and assignments as requested.
- Coordinate travel arrangements for department staff as necessary.
KNOWLEDGE OF:
English usage, spelling, grammar and punctuation.
Modern office procedures, methods and equipment.
General knowledge of municipal government.
Methods and techniques of effective customer service.
Safe work and driving principles and practices.
Principles and practices of fiscal, statistical and administrative data collection and report preparation.
ABILITY TO:
Communicate effectively orally and in writing with the public, City officials, City staff, representatives of other agencies and organizations.
Research and prepare reports or provide information related to a variety of departmental topics.
Use a computer and software programs including Microsoft Word, Excel, Power Point and Outlook, and other specialized programs associated to the position to perform assigned duties.
Interpret, explain and apply administrative and departmental policies and procedures.
Understand and carry out oral and written instructions.
Establish and maintain effective working relationships with those contacted in the performance of required duties, including staff, City Council, commissions, agencies, community groups and individual citizens.
Provide courteous and responsive communications with the public.
Establish and maintain filing systems for a variety of information and/or materials.
Participate in occasional City functions, activities and/or meetings during evening, weekends and/or holidays.
EDUCATION AND EXPERIENCE:
The following combination of education and experience is most typically likely to provide the requisite knowledge, skills and abilities:
Graduation from high school or completion of a GED.
Two years of college level course work in business administration, secretarial science or a related field is desirable.
Three years of increasingly responsible administrative support experience involving assisting management staff with typing, filing, calendar coordination, public relations, and project coordination tasks.
LICENSES OR CERTIFICATES:
Possession of or ability to obtain a valid California driver’s license may be required.
PHYSICAL REQUIREMENTS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Position may require the ability to perform occasional light lifting and carrying; sitting for prolonged periods of time; occasional walking, standing and/or bending. Continuous hand use and finger dexterity needed to use computer keyboard and operate standard office equipment; may require occasional pushing and pulling; and occasional use of hand and foot controls for driving. This position also requires the ability to have near vision for reading correspondence, reports, agendas and other records. Good hearing is required when communicating on the telephone or in person.
WORK ENVIRONMENT:
The work environment described herein is representative of those an employee encounters while performing the essential function of this job. Primarily office environment with controlled temperature conditions and exposure to environmental factors and hazardous physical substances are minimal and pose little to no risk of injury. Occasional driving to meetings, events and/or vendors may be required.
Note: All employees of the City of Dana Point are designated by both State law and City ordinance to be “Disaster Service Workers.” In the event of a declared emergency or an undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.
Salary : $59,568 - $84,516
