Administrative Assistant (Part Time)

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Administrative Assistant (Part Time)

Salary

$21.00 - $25.00 Hourly

Location

Carlsbad, CA

Job Type

Part-Time Hourly

Job Number

41024

Department

Community Development

Division

CED Land Dev Engineering

Opening Date

04/10/2024

Closing Date

4/25/2024 5:00 PM Pacific

Description

Benefits

Questions

The Position

The City:

The City of Carlsbad is a scenic coastal community located in North San Diego County along the 78 Corridor. The city's population is nearly 115,000 and the land area covers 40 square miles, nearly 40 percent of which is dedicated to open space, including three lagoons, 46 miles of hiking trails and seven miles of coastline. The City offers its residents an enviable range of opportunities for living and working in a community acknowledged for its high quality of life. Its economy is based on a diverse set of industries that offer a range of career opportunities.

DEI:

The City of Carlsbad embraces diversity, equity and inclusion in the workplace and recognizes the vital relationship of a culturally diverse, engaged work environment and innovative excellence. A diverse, equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

Position overview:

The Community Development Department is looking for a candidate to assist with a wide range of administrative and front counter duties and responsibilities that appreciates the flexibility of part-time work. The ideal candidate will have great customer service skills, and an ability to maintain excellent customer service under difficult circumstances. In addition, the candidate will be a motivated self-starter, detail oriented and accurate, as well as team-oriented, adaptable to new situations and committed to continuous learning and improvement. The best candidates will have the ability to utilize multiple software applications in the execution of the work.

Position logistics:

Works approximately 20 hours per week (no more than 960 per fiscal year)

Schedule includes hours Monday through Friday between 7:30 a.m. and 5:30 p.m.

Some flexibility required for occasional scheduling needs

Flexibility offered for personal time off needs

Key Responsibilities

Format and proofread documents

Calculate fees and prepare invoices.

Provide meeting and event support

Organize and maintain documents and files Perform data entry and validate data

Perform miscellaneous tasks as needed

Maintain original forms and publications, re-create, revise, draft

Assemble, stock, inventory, budget, service, and order office supplies, first aid, forms, publications.

Research in GIS and Laserfiche

Assist the public with land development questions, research, complaints, maps, plan checks, various permits, new submittals, and fees

Research, review, and process all actions necessary to issue encroachment permits, right-of-way permits, assist in the preparation of ordinances and resolutions, prepare deeds and proper descriptions, and related documents

This is an entry-level position. As the employee becomes more familiar with the organization and comfortable in the position, higher-level responsibilities and projects may be added to the workload, as needed/desired.

Qualifications

Knowledge of:

Intermediate skills in Microsoft Office applications: Outlook, Word, Excel, and Teams required

Skills database management or willingness to be trained

Proofreading and editing techniques

Best practices in filing and records management

Professional communication techniques, both oral and in writing

Ability to:

Be detail-oriented, patient, and efficient in not making mistakes

Be forward-thinking and conscientious of time-sensitive tasks

Be trusted in environment of confidential work product

Lift 20 pounds/walk/pushcart of equipment

Apply strong attention to detail in following established procedures

Organize information on behalf of others

Demonstrate excellent internal customer service skills and work effectively with staff at various levels of the organization and public vendors

Understand and carry out oral and written directions, and ask clarifying questions when needed

Work independently and act as a self-starter while being a strong team contributor

Collaborate with others to solve problems and implement solutions

Apply good judgment when limited information is available

Be comfortable in an office environment structure

Use modern office equipment

Experience & Education

At least one year of office experience performing a variety of administrative and/or clerical duties preferred.

APPLE Savings Plan

Employee Assistance Program: EAP (https://cityweb.carlsbadca.gov/civicax/filebank/blobdload.aspx?BlobID=24027)

40 hours of sick leave per fiscal year (July 1- June 30)

Eligible to use after the first 90 days of work

Part time positions do not have benefits, and cannot exceed 980 hours in a fiscal year (July 1- June 30).

01

This position is 20 hours per week and business hours are Monday Friday, 8 a.m. to 5 p.m. With this information, what would be your ideal schedule?

02

Do you have the flexibility to occasionally work outside the agreed-upon schedule (i.e. special events, emergency incidents, office coverage, etc.)?

Yes

No

03

Do you have at least one year of office experience performing a variety of administrative duties?

Yes

No

04

If you answered "Yes" to Question #3, please describe. If you answered "No", indicate "n/a".

05

Please rate your knowledge and experience in Microsoft Outlook.

None

Beginner

Intermediate

Advanced

Expert

06

Please rate your knowledge and experience in Microsoft Word.

None

Beginner

Intermediate

Advanced

Expert

07

Please rate your knowledge and experience in Microsoft Excel.

None

Beginner

Intermediate

Advanced

Expert

08

Please rate your knowledge and experience in Microsoft Teams.

None

Beginner

Intermediate

Advanced

Expert

09

What are your short and long-term goals for employment?

10

Where did you find out about this position? (Please select all that apply)

LinkedIn

Facebook

Instagram

Indeed

Job/Career Fair

Google Search

Industry Specific Website OR other source (Please specify which website in the next question)

11

If you indicated "Industry Specific or Other" in the question above, please specify below.

Required Question

Agency

City of Carlsbad

Address

1635 Faraday Ave. Carlsbad, California, 92008

Website

https://www.governmentjobs.com/careers/carlsbad

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