ADMINISTRATIVE ASSISTANT - PUBLIC UTILITIES

The City of Riverside, Public Utilities Department (RPU) is accepting applications for the position of ADMINISTRATIVE ASSISTANT to fill one (1) vacancy in the Electric Substation Division.   The eligibility list established may be used to fill the current and/or upcoming vacancies within this classification for up to six (6) months.

The Administrative Assistant performs a variety of highly responsible and complex secretarial and administrative support duties to a Division Head, Department Head, City Manager, elected official, or designee handling administrative details and coordination of day-to-day office operations. Oversees, leads, and trains other clerical staff.

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

• Perform a wide variety of responsible, administrative, clerical, supportive, and confidential duties for designated individuals at the Division or Department Head level; assists elected officials and other executive level staff. 
• Interpret and apply divisional policies and procedures in response to inquiries and make appropriate referrals; provide direction, counsel, and administrative support for policy or procedural development, implementation, and facilitation.
• Review, log, prioritize, and route correspondence; handle and disseminate critical and time sensitive information with professionalism and tact; maintain confidentiality and privacy of highly sensitive matters.
• Act as receptionist and handle general office work and administration; screen calls and visitors and refer inquiries as appropriate; process and handle personnel paperwork and provide exceptional customer service; track account balances and run various reports.
• Take and transcribe dictation from rough draft, shorthand notes, or recordings.
• Maintain, organize, make and update appointment schedules, daily calendars, and travel arrangements; assist in expense tracking and completion of daily assignments; monitor and process payroll and other related personnel activities.
• Assist in agenda preparation, compilation, and dissemination; attend various meetings, conferences, and events, gather information, and communicate with meeting participants.
• Manage and process purchase orders, requisitions, invoicing, and other purchasing tasks; ensure correct signatures and other information.
• Recommend organizational or procedural changes affecting administrative support activities; provide insight and direction for policy and procedural updates; maintain manuals and update resource materials.
• Serve as secretary, clerical, or administrative staff to a board or commission preparing documents, packets, and other informational reports; take minutes of meetings.
• Assist in the assigning, oversight, and participation in the work of the administrative support section of an assigned department or division.
• Review work upon completion for compliance with divisional requirements.
• Performs other duties as assigned.

Education: High School graduation or satisfactory equivalent (GED), preferably supplemented by specialized administrative support or business related courses.

Experience: Three (3) years of experience performing complex and responsible office and administrative duties, preferably including some secretarial support work for one or more managers.

Demonstrated proficiency at an advanced level in Microsoft Word. 

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint and Project).
• Ability to produce professional reports, minutes, agendas, and memos.
• Ability to support budgeting, project expense tracking and forecasting, procurement processes, and financial reporting.
• Flexibility to support technical teams or adjust to shifting needs in a utility setting.
• Experience with work orders, requisition and processing invoices.

DOCUMENTS REQUIRED AT THE TIME OF APPLICATION:
1) Completed Employment Application
2) Completed Supplemental Questionnaire 

FOR GENERAL INFORMATION ON COMPLETING YOUR ON-LINE APPLICATION, CLICK HERE: (Application Guide).

The selection process will begin with an employment application package screening, with the best qualified candidates being invited to participate further in the assessment process. This process may include any combination of written, performance, and oral assessments to evaluate job-related education, experience, knowledge, skills, and abilities. Those who successfully complete the selection process will be placed on the eligibility list for this classification.  

IMPORTANT INFORMATION ON SCHEDULING ASSESSMENTS:

If you are selected to move forward in the assessment process, you may be required to self-schedule your appointment.  You will be notified via email of your status and provided with self-scheduling instructions.  Please check your email regularly following the closing date of this recruitment.

Positions that require, or may require, a California Commercial Driver’s License are considered Safety Sensitive and are monitored by the U.S. Department of Transportation. Any candidate being considered for a Safety Sensitive position must submit authorization forms to the City immediately upon request to begin the pre-employment process.

It is the responsibility of candidates with a disability requiring accommodation in the assessment process to contact the Human Resources Department in writing to request such accommodation prior to the closing date of this recruitment.  

Appointment may be subject to the successful completion of a pre-employment background investigation, drug screen, and/or medical/physical examination. 

NOTE:  The City reserves the right to modify selection devices and test instruments in accordance with accepted legal, ethical, and professional standards.   Candidates may reapply when there is a posting to establish an eligibility list.  

EDUCATIONAL REQUIREMENTS:

Proof of education listed in your application will be requested at the time of conditional offer. Acceptable documentation consists of transcripts or degree, if applicable, by the accredited U.S. college or university. 

Education obtained outside the United States (US) require one of the following options:

1. An equivalency statement from an evaluation company certified by the National Association of Credential Evaluation Services (NACES) at http://www.naces.org/members.html or the Association of International Credential Evaluators Inc. (AICE) at http://aice-eval.org/members/.
2. An advanced-level degree from an accredited US college or university.
    

All applicants will be notified via e-mail or telephone of their application status and the assessment dates/times/locations after the closing date of this announcement.

THE PROVISIONS OF THIS JOB ANNOUNCEMENT DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT.

Salary : $49,632 - $66,516