— Administrative Staff Assistant Job Description

Miscellaneous Unit/ Range 124-126
Supersedes 2023 Version
Updated November 2024

ADMINISTRATIVE STAFF ASSISTANT

JOB INFORMATION:
The Administrative Staff Assistant is classified as a regular, full-time employee as defined by the City of
Susanville's Employee Manual. The Administrative Staff Assistant is part of the Miscellaneous Bargaining
Unit and is compensated at Range 124-126 of the Unit's Salary Matrix.

JOB SUMMARY
Under direct supervision of the City Clerk, performs assigned office duties for the City Clerk and
Administrative Services Department; and does related work as required. This position requires the ability
to work effectively in a busy environment with multiple distractions and demonstrate flexibility,
versatility, and attention to detail in the performance of the basic functions of administrative support.
Must possess a considerable degree of tact, maturity, professional judgment, and high degree of
organization in performing a variety of office support tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Types a variety of materials for City Clerk and administrative staff, including correspondence, memos,
emails, reports, manuals, guidelines, mailings, memoranda of understanding, bid packages, permits, and
proclamations;

Answers the telephone, interviews callers, and follows specific guidelines in providing information and
referring to proper party;

Open, sort and distribute incoming correspondence;

Maintain office supply inventories and coordinate maintenance of office equipment, city hall vehicle, and
administrative services vacation calendar;

General clerical duties including electronic filing, photocopying, faxing and mailing;

Schedule and coordinate meetings, appointments and travel arrangements;

Assist in the preparation and distribution of agendas for meetings;

Assist the City Clerk with the filing and organization of city records, ensuring compliance with state and
federal regulations regarding public records retention, accessibility, and destruction;

Assist the City Clerk in the preparation and maintenance of official city documents, including ordinances,
resolutions, and meeting minutes;

Assist the City Clerk with personnel training coordination, including the scheduling of sessions,
maintaining training records and other human resources duties as needed;

Coordinate and maintain various city facility calendars;

Assist in citywide public surplus auction(s);

May provide back-up customer service for Finance Department and Building Division front counter;

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Miscellaneous Unit/ Range 124-126
Supersedes 2023 Version
Updated November 2024

Perform other duties as required.

QUALIFICATIONS:
Preferred qualifications:

• Two years' increasingly responsible clerical and secretarial experience, involving frequent

• Education equivalent to completion of the twelfth grade.

• Valid California driver's license

• Ability to maintain confidentiality and handle sensitive information with discretion.
• Modern office practices and procedures including preparing business correspondence,

information, identify, and interpret general department information, know, observe,
prioritize, problem solve, remember, understand, explain and count.

• Analyze situations accurately and develop effective courses of action.
• Take notes at meetings and conferences and prepare clear and concise reports.
• Type accurately at a speed of 65 words per minute, for extended periods of time, as

Physical Requirements of the position:
Position requires prolonged sitting, standing, bending, squatting, and stooping in the performance of daily
office activities; grasping, repetitive hand movement and fine coordination in preparing reports and
documents using a computer keyboard; near vision in reading correspondence and documents and
viewing a computer screen throughout the day; work in an occasionally noisy environment with multiple
distractions; operate a variety of office equipment. Acute hearing is required when providing telephone
service and communicating in person; ability to lift, drag and push files, computer reports or other
materials weighing up to twenty pounds. Some evening hours may be required for city council and over
meetings.

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