SPECIAL INSTRUCTIONS: All interested applicants must provide a copy of diploma/GED or transcripts and typing certificate reflecting 60 net words per minute, valid within the last twelve months, by the filing date. Self-administered typing exams are not accepted. Applications are incomplete without the required documents.
TENTATIVE RECRUITMENT SCHEDULE:
Friday, January 4, 2019 – Oral Board Panel Interviews
Wednesday, January 9, 2019 – Department Interviews
DEFINITION: To perform a variety of highly responsible, confidential and complex administrative, secretarial, support, and office management duties in the offices of the City Manager, Mayor and City Council.
SUPERVISION RECEIVED AND EXERCISED: Receives direction from the City Manager and as may be required from the Assistant City Manager. Technical or functional supervision may be received from the Assistant City Manager. Exercise general supervision of clerical and secretarial support positions.
ESSENTIAL JOB FUNCTIONS OF THE POSITION: Duties may include, but are not limited to the following:
Perform a wide variety of complex, responsible, and confidential office management duties within the Administrative division. Interpret City policies, rules and regulations in response to inquiries; refer inquiries as appropriate. Complete a variety of documents from rough draft and operate a variety of office equipment. Represent the City Manager's office in its mission, values, and standards for effective organization. Independently respond to letters and general correspondence of a routine nature. May prepare, process, and maintain all department payroll and personnel records, including leave requests and other payroll-related forms. May prepare and process personnel actions, hiring requisitions, performance evaluations. Make travel arrangements, maintain multiple appointment schedules and calendars using Microsoft Outlook, and arrange meetings and conferences. Compile data and prepare reports and special documents as assigned. Prepare and assemble reports and distribute to staff, the press, and interested members of the public. Prepare, coordinate, and process departmental billing requests, purchasing-related documents and other accounting documents. Prepare agendas and minutes. Provide general administrative support to budget purchasing, personnel and support staff development activities. Handle administrative details and coordination of special studies, projects, and City Manager communications and programming. Assist in the preparation of the budget for the City Manager's office. Initiate, supervise, and maintain a variety of files and records, including confidential materials. Recommend organization and procedural changes affecting executive office activities. Basic maintenance and troubleshooting of office equipment. May exercise functional supervision of lower level staff and volunteers. Demonstrate excellent customer service skills to internal and external customers. Promote and maintain safety in the work place. Perform related duties as assigned.
QUALIFICATIONS: Knowledge of: Principles of executive office management organization and employee development. English usage, grammar, spelling, and punctuation. Modern office methods, procedures, and equipment. Business letter writing. Intermediate to advanced Microsoft Word, PowerPoint, Excel, Outlook and Publisher. Organization, procedures, and operating details of a municipal government. Record-keeping, principles and procedures. Methods of research and report presentation. Principles and practices of training methods and concepts. City phone system. Ability to: Understand organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Promote the mission, values and standards of an effective organization. Communicate clearly and concisely, both orally and in writing. Work cooperatively with other departments, City officials, and outside agencies. Interpret and apply administrative and departmental policies, laws, and rules. Compose reports and correspondence independently. Compile and use modern office equipment. Compile and maintain complex and extensive records and files. Maintain confidential data and information. Work independently in the absence of supervision. Analyze situations carefully and adopt effective courses of action. Understand and carry out oral and written directions. Work with minimal direction and exercise independent judgment in the performance of a variety of complex administrative duties with only occasional instruction or assistance. Establish and maintain effective working relationships with City staff, elected officials and a diverse general public. Exercise functional supervision of lower level staff and volunteers. Skills to: Type at a speed of 60 words per minute.
PHYSICAL AND MENTAL CHARACTERISTICS: Physical, mental and emotional stamina to perform the duties and responsibilities of the position; manual dexterity sufficient to write, use telephone, computer, business machines and related equipment; vision sufficient to read printed materials, visual display terminals; hearing sufficient to conduct in person and telephone conversations; speaking ability in an understandable voice with sufficient volume to be heard in a normal conversational distance, on the telephone and in addressing groups; physical agility to push/pull, squat, twist, turn, bend, stoop and reach overhead; physical mobility sufficient to move about the work environment, physical strength to lift up to 20 lbs.; physical stamina sufficient to sit for prolonged periods of time; mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions.
WORKING CONDITIONS: Business office working environment subject to sitting at a desk or standing at a counter for long periods of time, bending, crouching, or kneeling at files, pushing/pulling of file drawers and supplies, reaching in all directions and prolonged periods of time working at a computer terminal.
License or Certificate: Possession of a valid California Driver’s License. PLEASE NOTE: A typing certificate reflecting 60 net words per minute, valid within the last twelve months must be submitted prior to the fling date. Self-administered typing exams are not accepted. Applications are incomplete without the required documents.
Education and Experience: Five (5) years of increasingly responsible secretarial or office administrative support experience or an Associate’s degree and three (3) years of increasingly responsible clerical experience, preferably in a public organization.
VETERAN’S PREFERENCE: A veteran is defined in accordance with California Government Code 18540.4. In order to exercise this preference, the veteran must submit the City’s Veteran’s Preference Application (found here: http://www.ci.salinas.ca.us/services/hr/pdf/VeteransPreferencePolicy.pdf) and provide a copy of the DD-214 form at time of application as proof of military status. Failure to submit the required forms will be deemed a waiver of veteran's preference. Military veterans shall be given preference in initial appointment to City service. Further details can be obtained from the Human Resources Division, at 831-758-7254.
SELECTION PROCESS: Applicants’ qualifications will be evaluated on the basis of the information provided on the employment application. The exam process may consist of an application appraisal or oral interview with a supplemental questionnaire. The City reserves the right to use alternate testing procedures if deemed necessary. CITY COMMUNICATION REGARDING THE SELECTION PROCESS WILL BE VIA E-MAIL. PLEASE ENSURE THAT YOU HAVE ACCESS TO THE E-MAIL ON YOUR APPLICATION. Finalist interview/assessment will be held with the City of Salinas.
EQUAL OPPORTUNITY EMPLOYER
The City of Salinas does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, sexual orientation, age, disability, marital status, political affiliation, or any other non-merit factor. The City of Salinas makes reasonable accommodation for qualified individuals with a disability. Individuals requiring any accommodation in order to participate in the testing process must inform the Human Resources Director in writing no later than the final filing date stated in this job announcement. Requests for accommodation should include an explanation of the type and extent of accommodations needed to participate in the selection process and/or to perform the duties of the job for which they have applied. EEO Utilization Report is available for candidate review upon request.
SALARY STEPS: Appointments are normally made at the first step. Consideration is given for increase to the second step after successful completion of a six-month probationary period. (Employees appointed at a higher step will be eligible for consideration for the next step after one year, providing they successfully complete a six-month probationary period). 12/4/18 pp
