What are the responsibilities and job description for the Administrative Assistant position at City of Placentia?
CITY OF PLACENTIA FIRE & LIFE SAFETY DEPARTMENT IS RECRUITING FOR AN ADMINISTRATIVE ASSISTANT
*CLOSING DATE - FEBRUARY 2, 11:59 PM*
Are you ready to be to be part of a team dedicated to protecting and serving our community? Placentia's Fire & Life Safety Department is seeking an organized, detail-oriented, and dynamic Administrative Assistant to join our ranks! As the first point of contact in this department, the ideal candidate needs to have exceptional customer service skills, positive attitude and ability to problem solve. This position plays a key role in ensuring our operations run smoothly and efficiently, allowing our first responders to focus on saving lives. If you have the skills, passion for excellence, and commitment to supporting public safety - DON'T WAIT; APPLY TODAY.
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Organizes and administers information within specialized departmental databases; interprets and utilizes data fields to research and prepare management reports.
- Schedules appointments and meetings, and arranges for travel or staff attendance at conferences, workshops, and professional associations.
- Acts as staff liaison to City Commission and/or one or more committees by preparing agendas, taking minutes, researching items, and compiling, submitting and relaying presentational materials and information to members.
- Provides divisional and counter support; answers calls, screens visitors, and refers parties to appropriate personnel; assists customers at a public counter and by telephone; responds to complaints from customers and the public.
- Compiles budgetary data and tracks account expenditures; purchases office supplies and equipment and researches information regarding vendors, contractors, and consultants.
- Prepares, types, and edits correspondence, staff reports, agenda reports, activity reports, audit documents, grant reports, and legislative and statutory correspondence.
- Conducts surveys and replies to requests for data; researches City and departmental records; prepares tables and exhibits; explains policies and practices; draws conclusions and recommends actions
- Creates fliers, public announcements, website collateral, legal statements, and promotional information, and coordinates special events.
- Organizes, trains, supervises and evaluates the work of office support personnel, as assigned; explains departmental procedures and policies.
- Establishes and updates division records and archives and considers how it may be verified and used in various reports.
- Compiles and verifies information in departmental timesheets, accrued time off records, payroll rate adjustments, and personal information change requests.
- Administers contracts and requisitions for professional services, products, and a variety of other materials; oversees payments of invoices and claims.
- Other duties as assigned.
Any combination of training, education, and experience that would provide the required knowledge, skills, and abilities is qualifying, A typical way to obtain the required qualifications would be:
- High School Graduation or G.E.D equivalent, supplemented by education, training and certification in office management, supervision, and the use of office and database software products.
- Five (5) years of increasingly responsible administrative, accounting, and customer support experience.
- Lead or supervisory experience is desirable.
INTERVIEWS ARE TENTATIVELY SCHEDULED FOR THE WEEK OF FEBRUARY 17, 2025
Applicants must file a concise and complete City application regarding their qualifications for the position online through the Human Resources Department webpage at https://www.governmentjobs.com/careers/Placentia as soon as possible. Applications may be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a City employment application.
All applications will be reviewed and only those candidates determined to be most qualified on the basis of education, training, and experience, as submitted, will be invited to participate in the selection process. The selection process may include but is not limited to oral interviews and/or written exams and oral presentations. Successful candidates will be placed on the employment-eligible list from which hires may be made. The list is valid for up to one year, or until an insufficient number of candidates remain unless exhausted sooner.
EQUAL OPPORTUNITY EMPLOYER
The City of Placentia is an Equal Opportunity employer and does not discriminate on the basis of race, color, gender, age, ancestry, national origin, political or religious affiliation, sexual orientation, marital status, veteran status, other non-job related physical or mental disability, medical condition, or other functional limitation in employment or the provision of service. The City is committed to making its programs, services, and activities accessible to individuals with qualified disabilities. If you require reasonable accommodations to complete the employment application and/or participate in the testing process, please contact the Human Resources Office at (714) 993-8141 prior to the filing deadline. We will attempt to reasonably accommodate applicants with disabilities upon request.
The City of Placentia's Drug-Free Workplace Policy requires that all applicants undergo substance abuse testing prior to employment.
The City of Placentia will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the City is concerned regarding a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov/fair-chance-act/.
Salary : $52,694 - $65,031
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