We are looking for a highly motivated, reliable, and skilled professional to take on the role of Senior Administrative Assistant. This is the advanced journey level classification within the Administrative Assistant series. This recruitment will establish a list to fill current vacancies in the City Clerk’s Office and the Finance and Administrative Services Department (FASD) in the Purchasing and Support Services division, as well as future vacancies in the Senior Administrative Assistant classification. If you excel in multitasking, communication, and enjoy collaborating, this position is for you! Review our detailed job description here.
As the Senior Administrative Assistant for City Clerk’s Office, you will primarily respond to Public Records Act Requests, exercising data management and critical thinking skills.
As the Senior Administrative Assistant for Purchasing, you will provide valued support to the Purchasing and Support Services Division, serving as the administrative backbone and face of the division.
The Essentials:
Senior Administrative Assistant – Minimum Qualifications
- Three (3) years of increasingly responsible administrative and clerical experience involving frequent public contact.
- Education equivalent to the completion of the 12th grade supplemented by coursework in office or business management.
Highly desirable – City Clerk’s Office:
- Related experience at a public agency or in a legal office
- Experience with records or data management software
Highly Desirable – Purchasing:
- Related experience at a public agency
- Experience with finance related tasks and/or software (Processing contracts, purchase orders, invoices, and updating a vendor database)
Are We a Match? :
What You’ll Do – City Clerk’s Office
- Take ownership over initiating responses to Public Records Act Requests
- Coordinate with other City departments to ensure that requests are forwarded appropriately, applicable records are received, and the request response is on schedule
- Understand each request, proactively identifying potential issues and requesting more information as necessary
- Stay organized and ensure compliance with legal deadlines, following up with others as necessary
- Provide coverage for the City Clerk’s front desk in the absence of the Administrative Assistant – answering or directing inquiries by phone, email, and in-person
- Assist with other projects as needed, such as noticing and filing
What You’ll Do – Purchasing
- Utilize your knowledge of Purchasing and the team to answer inquiries or direct them to the appropriate Buyer.
- Manage communication with vendors daily, sending them purchasing orders, ensuring their receipt, and updating the vendor database. Assist vendors by answering or directing their inquiries and ensuring their compliance with document requirements.
- Model and improve upon your analytical and technical skills, working with Excel and Finance Enterprise (FE), amongst other systems, to ensure that records are well-maintained and accurate. Upload requisitions into FE.
- Exercise excellent customer service to internal facing customers, assisting other departments through phone, email, or in-person inquiries.
- Stay cool under pressure, ensuring that key deadlines are met and a fluctuating volume of workload is managed.
Work Schedule
For both vacancies, the incumbent can expect to work onsite 5 days a week. With stellar performance there is the possibility for some hybrid flexibility later on.
Are we a Match? – Key Qualities
While there are two distinct and exciting professional opportunities within this classification, a successful finalist in either role can expect to possess the following skills:
- A keen attention to detail and ability to meet critical deadlines
- Excellent oral and written communication skills.
- Analytical and technical skills – someone with the ability to discern how to best respond to inquiries and be technically savvy with software and data management.
Are we a Match? – City Clerk’s Office
In addition to the qualities listed above, you are…
- A critical thinker who is able to think on their feet.
- Detail-oriented with excellent reading comprehension.
- A clear and concise communicator.
- Diligent with meeting deadlines and not afraid to follow up with others for required information.
Are we a Match? – Purchasing
In addition to the qualities listed above, you are…
- Able to juggle various assignments in a fast-paced, dynamic environment.
- Detail-oriented and have strong organizational skills.
- Customer service savvy - you strive to help people and take initiative to find answers.
- Gifted at organizing and updating files, information, and data.
- Eager to expand upon your knowledge of applicable software programs.
- Cool under pressure and enjoy working collaboratively with a team.
- Prideful of your Excel and math skills.
