Administrative Assistant (20676446)

• Be proficient in various Microsoft software applications, including word processing, spreadsheets, and other relevant office technology. 

• Independently organize work, set priorities, meet critical deadlines, and follow up on assignments. 

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. 

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. 

• Compose correspondence and reports independently or from brief instructions. 

• Be proficient in business letter writing and report preparation.  

• Be a problem solver who can resolve issues as they arise.  

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

• Bilingual is highly desired 

• Possess experience in administrative and office support within a municipality is highly desired. 

QUALIFICATIONS:

Knowledge of: Practices and methods of office management and administration, including the use of standard office equipment.  Organization and functions of the City and EPASD, including the role of an elected City Council, Board of Directors, and commissions. Applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned.  Applicable Federal and State laws; City, department, and division regulations, codes, policies, and procedures.  Recordkeeping principles and procedures.  Basic accounts receivable, accounts payable, general ledger, and expense account tracking.  EDS tack roll updates. Cashiering functions.  Business letter writing and report preparation. Business mathematics and statistical techniques.  Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.  The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Modern equipment and communication tools used for business functions and program, project, and task coordination.  Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.   

Ability to: Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision.  Maintain confidentiality and be discreet in handling and processing confidential information and data.  Interpret, apply, and explain administrative and departmental policies and procedures. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Maintain accurate records.  File materials alphabetically, chronologically, and numerically. Make accurate arithmetic, financial, and statistical computations.  Compose correspondence and reports independently or from brief instructions.  Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Maintain attention to detail and accuracy.  Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.  Effectively represent the department, the city, and EPASD in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.  Understand the organization and operation of the city, EPASD, and of outside agencies as necessary to assume assigned responsibilities.  Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.  Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.  Perform, coordinate, and complete a wide variety of special projects as assigned. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.  Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.  Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

EDUCATION AND EXPERIENCE: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be

Education: Equivalent to graduation from the twelfth (12th) grade supplemented by specialized course work in typing, bookkeeping, or related office function(s).

Experience: Five (5) years of progressively responsible experience performing office support activities using modern office practices, procedures, and equipment. 

License and Certifications: License and Certifications: Possession of, or ability to obtain, a valid California Driver’s License by the time of appointment and a satisfactory driving record.