What are the responsibilities and job description for the Administrative Assistant II position at City of San Leandro?
The City of San Leandro is seeking a highly organized and detail-oriented professional with public sector experience to join our team as an Administrative Assistant II. While the current vacancy is in the City Manager's Office, the employment list generated from this recruitment may be utilized to fill future vacancies across various departments. The employment list will remain in effect for one year, unless terminated or exhausted.
In this critical role, you'll be at the core of local government operations, providing essential administrative support to ensure the office runs efficiently and effectively. Your expertise will help streamline daily operations, and you'll play a vital role in upholding the highest standards of service. Some key responsibilities include:
- Reviewing and submitting invoices for payment, ensuring accuracy and compliance with budget guidelines.
- Tracking expenses and maintaining accurate financial records.
- Assist with drafting and processing contracts, ensuring proper approvals and documentation.
- Traveling to various City locations to attend meetings, provide on-site support, and collaborate with different departments.
Definition: Under immediate supervision, performs routine to complex clerical and administrative support duties for a City department, management, staff, and/or boards and commissions; compiles, proofreads and prepares reports and correspondence; provides assistance for a wide variety of assignments related to administration of budgets, contracts, and department programs; provides customer service to City staff and the general public over the phone, in person or via email; and performs related duties as assigned.
Supervision Exercised and Received: Exercises no direct supervision over staff. Receives immediate to general supervision from assigned supervisory or management personnel.
Examples of Typical Job Functions: The essential functions of the classification may include, but are not limited to, the functions below and are subject to changes in operational necessity.
Provides clerical, administrative, project and/or program support for assigned management, departmental staff, and/or boards and commissions; acts as a liaison between management and other staff, outside agencies, and the public, coordinating resolutions when appropriate.
Performs a variety of administrative details including organizing and coordinating meetings, seminars, conferences, and training sessions for department staff; initiating travel arrangements and processing payments; scheduling appointments and inspections.
Processes bills and invoices for payment; assigns proper coding; ensures compliance with City fiscal internal control procedures and federal, state, and funding agency reporting requirements; maintains records of purchase orders, expense statements, and other fiscal transactions.
Assists with requests for proposals as well as bids for projects and/or services; prepares and maintains bid results and updates specifications; reviews and verifies compliance documentation; maintains copies of contracts, bid documents, proposals, and related information.
Screens calls, visitors, and incoming mail and emails; assists and directs the public to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
- Composes, types, edits, and proofreads a variety of documents, including forms, memos, administrative, statistical, and financial reports, and correspondence for department management and staff; inputs and retrieves data; 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.
Experience and Education Guidelines: Any combination equivalent to experience and education that would most likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to completion of the twelfth (12th) grade; and,Experience: Two (2) years of increasingly responsible experience performing clerical and administrative support or one (1) year experience performing work comparable to an Administrative Assistant I with the City of San Leandro.
Licenses, Certificate and Other Requirements: Possession and continued maintenance of a valid class “C” California driver’s license if operating a motor vehicle is necessary to perform the essential functions of the position.
Must pass a comprehensive background check (when assigned to the Police Department).Wondering what to expect during this recruitment process? Visit the City's Job Opportunities page.
SELECTION PROCESS
The following dates are tentative and subject to change based on the needs of the hiring department:
| Deadline to Apply: | March 20, 2025 at 5:00 p.m. |
| Review of Minimum Qualifications: | Ongoing |
| Panel Interviews: | To be determined. |
| Department Level Interviews: | To be determined. |
The City of San Leandro is an Equal Opportunity Employer. For more information regarding ADA accommodations or Veteran's preference, please visit the City's employment FAQ's page.
Information contained herein is subject to change without notice.
Salary : $5,378 - $6,536
