What are the responsibilities and job description for the Administrative Aide I position at City of Santa Maria, CA?
OPPORTUNITY
This is a limited service, 19-hour per week position.
THE POSITION
The Administrative Aide I position is an Individual Contributor role that provides courteous and efficient internal and external customer service on the phone and in person. Their role enables the public and city employees to experience the highest quality of service by serving as the first point of contact for the Building Division.
IDEAL CANDIDATE STATEMENT
*Spanish-speaking skills are highly desired*
- Online application with complete, up-to-date information
- Typing certificate that is dated within one year
DUTIES
These duties are a representative example; position assignments may vary depending on the business needs of the department and organization. This position:
- Acts as a receptionist at the Building Counter; screens calls and walk-ins; responds to inquiries and requests; provides status updates on building permits and plans.
- Accurately enters information into software systems.
- Accepts and processes payments for building permits and business licenses.
- Updates and maintains Building Division physical and electronic records.
- Follows up on pending business license payments.
- May issue building permits.
- Performs other related duties as assigned.
- Demonstrates punctual and reliable attendance.
- Scope of assigned area will depend on departmental structure and is at the discretion of the Director.
- Upholds the values of the organization and has strong customer service orientation.
CORE COMPETENCIES
Individual Contributor:
Incumbents should have a solid foundation of the following core competencies identified by the organization to be essential and listed in order of importance (click the hyper link to see the full definition Individual Contributor Competencies):
- Team Player - Effective performers are team oriented, share resources, respond to requests, and support a spirit of cooperative effort.
- Customer Orientation - Effective performers are in touch with community needs and review the organization through the eyes of Santa Maria residents. They go out of their way to anticipate needs.
- Integrity - Effective performers think and act ethically and honestly, take responsibility for their actions and foster a work environment where integrity is rewarded.
- Communicativeness - Effective performers recognize the essential value of continuous information exchange and the competitive advantage it brings. They actively seek information from a variety of sources and disseminate it in a variety of ways. They use modern technologies to access and circulate information, even across great distances. They take responsibility for ensuring that their people have the current and accurate information needed for success.
- Initiative - Effective performers are proactive and take action without being prompted. They do not wait to be told what to do or when to do it. They see a need, take responsibility, and act on it. They make things happen.
- Composure - Effective performers maintain emotional control, even under ambiguous or stressful circumstances, and demonstrate emotions appropriate to the situation.
- Functional/Technical Expertise - Effective performers are knowledgeable and skilled in a functional specialty (e.g., finance, public works, planning, information technology, human resources, etc.), and remain current in their area of expertise.
- Problem Solving & Decision Making - Effective performers identify problems, solve them, act decisively, and show good judgment.
- Learning Agility - Effective performers continuously seek new knowledge, are curious, learn quickly, and use new information effectively.
- Drive/Energy - Effective performers have a high level of energy and are ambitious and passionate about their role. They have stamina and endurance to maintain a fast pace.
MINIMUM QUALIFICATIONS
- Ideally, 1 year of administrative experience and/or secretarial experience; and
- Graduation from high school or GED equivalent; and
- Must be at least 18 years of age.
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Required certifications associated with the assignment:
- Typing certificate that is dated within one year.
- Spanish-speaking skills are highly desired.
SELECTION PROCESS
CONDITIONS OF EMPLOYMENT
- Requires completion of a background investigation to the satisfaction of the City.
- The incumbent must meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.
- Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.
APPLICATION RANKING
The complete application packet, which consists of the online application and typing certificate, will be evaluated and scored. An applicant's final ranking on the eligibility list will be determined by their submitted application materials. The Hiring Department will interview selected candidates from the eligibility list who best meet its needs.
If you are experiencing any technical (computer-related) difficulties or need help with attaching documents to your application, call the NEOGOV helpline for assistance at 1-855-524-5627.
Not applicable.
