Administrative Assistant

THE POSITION:

Our Public Works Department is looking for an Administrative Assistant to join their team. The Administrative Assistant will be responsible for performing a variety of routine to moderately complex general clerical duties to support the operations, and activities of the Public Works Department. The ideal candidate will be detail-oriented, with strong written and oral communication skills, outstanding people skills, and a positive attitude. 

THE PUBLIC WORKS DEPARTMENT: 

Our Public Works Department is responsible for the design, construction, operation and maintenance of all public infrastructure and public right-of-way for the City of Tustin. Join our team and help the Department achieve Tustin’s mission of providing effective, high-quality services that foster safety, quality of life, and economic vitality throughout our community.

THE RECRUITMENT PROCESS:

To be considered, a City application and typing certification must be submitted by the deadline date for this recruitment. The typing certification must meet the City’s requirements and demonstrate that the candidate can type accurately at a speed of at least 50 net words per minute. To view the City’s typing certification requirements, click here.

Application materials will be carefully reviewed to identify those who meet the minimum qualifications for this position. Candidates who meet the minimum qualifications for this position will be invited to participate in an online assessment. An overall evaluation of each candidate's score on the online assessment, and their training and experience, will be considered in determining who advances in the selection process to a panel interview. All candidates who pass the panel interview will earn placement on the eligible list, which is valid for one (1) year and may be used for current and future vacancies in the job classification for various City departments. The hiring department may contact any individual on the eligible list to move forward in the selection process.

The duties of an Administrative Assistant may include, but are not limited to, the following:

• Greets and receives visitors and answers incoming calls; answers routine questions and provides basic departmental information; distributes forms, permits, and informational materials; routes or directs individuals to supervisors, staff members, or external agencies as appropriate

• Prepares a variety of documents in draft and final form from written or oral instructions, including basic letters, forms, charts, and summary reports; reviews and proofreads a variety of written documents and records for completeness, accuracy, and correct grammar, spelling, and punctuation, including correspondence, timesheets, invoices, requisitions

• Records, files, and maintains information and alphanumeric data; compiles and prepares basic reports regarding departmental activities by researching, compiling, and summarizing information contained in various sources such as paper and electronic files, financial database software, correspondence, and notes

• Schedules conference rooms and facilities for meetings and events

• Creates, labels, and maintains electronic and paper filing systems; scans, files, maintains, purges, and archives correspondence, records, and other written documents

• Opens, sorts and distributes incoming mail; prepares letters and informational materials for outgoing mail

• Prints documents and makes photocopies; compiles, prepares and organizes documents for mailing, distribution, and use by department staff

• Orders and maintains inventory of departmental supplies; processes invoices for payment; creates and processes purchase orders

• Provides backup support to administrative support staff

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification.  A typical combination includes:

Education and/or Experience:

Graduation from high school; and two (2) years of general clerical experience.

Licenses and/or Certificates:

Possession of a valid California Class C driver's license and an acceptable driving record. 

Special Requirements:

Satisfactory results from a background investigation, physical examination and administrative screening.

Typing Certification Requirement:

To be considered, a City application and typing certification must be submitted by the deadline date for this recruitment. The typing certification must meet the City’s requirements and demonstrate that candidates can type accurately at a speed of at least 50 net words per minute. To view the City’s typing certification requirements, click here.

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of: 
• Objectives, programs, policies, and procedures of the assigned department
• Proper English usage, spelling, grammar and punctuation
• Principles and procedures of record keeping and reporting
• Standard business software, including word processing, spreadsheet, and database programs

Skill to:
• Operate various types of standard office equipment including a personal computer and related software
• Operate a motor vehicle in a safe manner

Ability to:
• Interpret, explain, and apply departmental policies and procedures
• Establish and maintain courteous, cooperative, and effective working relationships with staff, management, elected officials, commission members, the general public, and others encountered in the course of work
• Maintain professionalism, courtesy, and composure at all times, including stressful situations and handle disputes and complaints in a calm, courteous, and tactful manner
• Prepare and maintain accurate and precise written documents such as reports, records, forms, and correspondence
• Understand and follow oral and written instructions
• Communicate clearly and concisely, orally and in writing
• Perform basic arithmetic computations with speed and accuracy
• Type accurately at a speed of at least 50 net words per minute
• Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines
• Effectively handle multiple priorities and organize workload
• Work independently and efficiently with a minimum amount of direct supervision

Salary : $56,347 - $75,878