Location
Description
The City of Belmont is currently recruiting for the position of Administrative Assistant. We have 2 current vacancies: One (1) in the Human Resources Department and One (1) in the Public Works Department (Engineering Division). The employment list generated from this recruitment may be used for future vacancies in other departments.
The Administrative Assistant performs a variety of confidential, responsible, and complex administrative, secretarial, and clerical duties for an assigned department and department head, coordinates and participates in office functions in support of the department's goals and objectives, provides information and assistance to employees and the public regarding departmental policies and procedures, provides work direction, review and training to office support staff as assigned, and performs a variety of duties relative to assigned area of responsibility. The Administrative Assistant receives direction from higher level management staff and may exercise technical and functional supervision over lower-level clerical staff.
Examples of Essential Functions:
- Provide responsible and highly complex administrative support to an assigned department and department head; recommend improvements in workflow, procedures and use of equipment and forms.
- Screen office and telephone callers; provide front counter assistance including information to the general public regarding assigned area of responsibility; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents.
- Research, compile, analyze and summarize a variety of informational materials; assist in the design and production of technical information, facilitates processing of contracts and develops handouts.
- Assists in the maintenance of website content and links for department website pages.
- Type, word process and proofread a wide variety of reports, letters, memoranda and statistical charts; type from notes and media recording, verbal instruction or prior materials; independently compose correspondence, letters, memoranda, resolutions and staff reports as assigned.
- Provide support in the preparation and administration of the assigned department budget; monitor expenditures including reviewing and processing purchase requisitions and purchase orders; recommend modifications or adjustments as appropriate.
- Attend a variety of meetings; prepare and compile agenda packets; take and prepare minutes; disseminate information as appropriate.
- Maintain a calendar of activities, meetings and various events for the assigned department; coordinate activities with other City departments, the public and outside agencies.
- Organize meetings by notifying participants, making room arrangements and preparing required information and materials.
- Respond to requests and inquiries from the general public and other departments; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
- As assigned, receive applications, facility reservations, registrations and fees for assigned department functions.
- As assigned, serve as administrative recorder to various committees, commissions and boards; take and transcribe minutes and record information.
- As assigned, coordinate all phases of the pre-employment hiring process for applicants.
Ideal Candidate
- Have an interest or background in public works, capital projects, or engineering operations.
- You are results-oriented, innovative and have strong computer/technical skills.
- Be motivated by the opportunity for professional growth and learning.
- Be a self-starter, flexible, reliable and detail oriented.
- Be a friendly, approachable and customer service driven professional, able to relate to employees while maintaining professional boundaries.
- Be able to handle multiple projects while staying organized and on top of deadlines, especially when supporting project engineers and managing contract or invoice workflows.
- Have strong written and verbal communication skills.
Experience and Training:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Four (4) years of increasingly responsible administrative office experience, including one (1) year of lead responsibility. For the Human Resources vacancy, any prior HR experience is highly desired. For the Public Works vacancy, experience providing administrative support in an engineering, construction, or municipal public works environment is highly desired.
Training:
Equivalent to the completion of the twelfth (12th) grade supplemented by specialized secretarial or business training.
Benefits
Your Benefits at a Glance
With the City of Belmont, you have access to a well-rounded package designed to support your health, future, and overall well-being. Here's a snapshot of what we offer. For full details, check out the MOU Between the City of Belmont and Mid Management Confidential Employees Association.
Retirement
We partner with CalPERS to provide retirement benefits that help you plan for the future with confidence:
Miscellaneous – 2%@55 for CalPERS Classic members
Miscellaneous PEPRA – 2%@62 for CalPERS members joining the CalPERS system on or after January 1, 2013
Health Coverage
Medical
We offer medical plans through the CalPERS Health Program, giving you a range of HMO and PPO options. The City covers the cost of the Kaiser Employee plus two or more dependents (family) plan, additional plans are available for you to choose from, with costs ranging from nominal to significant depending on your selection.
Dental & Vision
Dental coverage is provided for you at nominal cost to you and your family via Delta Dental PPO, along with vision coverage through VSP—so you can keep smiling and seeing clearly.
Flexible Spending Accounts (FSA)
Our Section 125 Plan lets you use pre-tax dollars for:
Health Care Expenses (up to $3,300/year)
Dependent Care (up to $5,000/year)
Time Off
We understand the importance of work-life balance. You will receive accrual of paid time off, including vacation days, sick days, and holidays.
Vacation
Earn vacation monthly, with accrual increasing as your years of service grow.
Holidays
Receive 12 official holidays each year. After completing one year with us, you’ll also earn an additional 2 floating holidays.
Sick Leave
Accrue 8 hours of sick leave each month, which can be used for personal illness or to care for a family member.
More Ways We Support You
Life Insurance
We provide $75,000 in basic life insurance coverage. Want more protection? You can purchase extra coverage for yourself and your dependents.
Long-Term Disability
We build the cost of LTD into your salary so you can pay the premium post-tax—giving you a tax-free benefit if you ever need it.
Deferred Compensation
The City makes a monthly contribution of $335.00 per month into employee's 457 Deferred Compensation Account. In addition, employees can make pre-tax contributions via payroll deduction.
Retirement Health Savings (RHS) Account
We support your future healthcare needs in retirement by making contributions to a Retiree Health Savings (RHS) account based on your years of service. You become fully vested after 10 years of continuous service.
City Contribution:
1–5 years: $150/month
6-10 years: $200.00/month
11–15 years: $250/month
16+ years: $300.00/month
Employee Assistance Program (EAP)
Through our EAP, you and your eligible family members will have access to confidential counseling services, wellness resources, and support for various life challenges.
Mental health counseling for trauma, grief, anxiety, or burnout
Family and relationship support
Legal and financial resources
In-person, phone, or video sessions for you and your household members
This program is completely confidential and free to use. Whether you're navigating a tough shift, balancing home life, or simply need someone to talk to.
Professional Development
The City of Belmont encourages continuous learning and growth. You will have access to educational reimbursement and professional development opportunities, such as workshops, conferences, and training programs, to enhance your skills and knowledge in your field.
For more detailed information, including eligibility criteria and specific plan provisions, please refer to the Memorandum of Understanding between the City of Belmont and the Mid-Management/Confidential Employees Association.
Special Instructions
A City application and supplemental questionnaire are required for consideration. Applications may be submitted online.
Candidates who possess the best combination of qualifications will be invited to participate in the selection process; possession of the minimum qualifications does not ensure continuation in the selection process.
The City of Belmont makes reasonable accommodation for individuals with disabilities to participate in the selection process. If you wish to request an accommodation in order to participate in the selection process, you must inform the Human Resources Department in writing no later than the final filing date.
Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as well as a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting. Some positions, depending on the nature of the work, also require a credit check.