The following dates are tentative and subject to change based on the needs of the City.
Final Filing Date: 5:00pm, Friday, September 20, 2019 (Supplemental Questionnaire, Résumé and Cover Letter Required in addition completing application)
Interview Date: Thursday, October 3, 2019
Appointment to this position is contingent upon:
*Employment and education verification
*Department of Justice fingerprinting criminal history records check
The City of San Carlos is recruiting for two Administrative Assistant positions for the Administrative Services Department and the City Clerk’s Department.
About the Departments
The Administrative Services Department provides overall management of the City's administrative services, executes the City's administrative policies and ensures that the City organization, including officials, management and staff receive high quality effective and efficient administrative support. The Department is comprised of Administration/Risk Management (Workers' Compensation & General Liability), Finance Division, Human Resources Division and Information Technology Division.
The City Clerk Department provides the residents of San Carlos, City Council and staff with access to public records and ensures all facets of agenda preparation, public meetings and municipal elections are conducted according to State law. The Department is comprised of the Director of Community Relations/City Clerk and an Administrative Assistant.
About the Positions
These positions perform a variety of confidential, responsible and complex administrative, secretarial and clerical duties; coordinate and participate in office functions in support of the department's goals and objectives; provide information and assistance to employees and the public regarding departmental policies and procedures; and perform a variety of duties relative to assigned area of responsibility.
This classification is distinguished from a Senior Administrative Clerk by the responsibility for greater participation in the administrative functions of the department, including policy determinations and a wider variety of public contacts.
- Provides responsible and highly complex administrative and secretarial support to an assigned department and department head(s); recommends improvements in workflow, procedures and use of equipment and forms.
- Screens office and telephone callers; provides front counter assistance including information to the general public regarding assigned area of responsibility; responds to and resolves complaints and requests for information on regulations, procedures, systems and precedents.
- Researches, compiles, analyzes and summarizes a variety of informational materials; assists in the design and production of technical information and handouts.
- Operates a variety of office equipment including copiers, postage machine and computer; inputs and retrieves data and text.
- Types, word processes and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from notes, videos, verbal instruction or prior materials. Independently composes correspondence, letters, and memoranda.
- Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate grammar.
- Processes all department invoices and purchases; assigns account numbers to all invoices for all departmental programs.
- Receives, sorts, opens and distributes department mail to appropriate staff as required.
- Provides support in the preparation of the assigned department budget; reviews and processes purchase requisitions and purchase orders.
- Maintains complex files and record keeping systems including data storage and retrieval systems.
- Maintains and updates the City’s internal and external websites.
- Maintains a calendar of activities, meetings and various events for the assigned department; makes travel arrangements; coordinates activities with other City departments, the public and outside agencies.
- Organizes meetings by notifying participants, making room arrangements and preparing required information materials.
- Responds to requests and inquiries from the general public and other departments; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
Job-Related and Essential Qualifications
Knowledge of office administration and secretarial practices and procedures; modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications and other appropriate software; principles of lead supervision and training; principles and procedures of financial record keeping and reporting.
Ability in following principles and procedures of record keeping; principles of business letter writing and basic report preparation; English usage, spelling, grammar and punctuation; pertinent Federal, State and local laws, codes and regulations.
Ability to perform responsible administrative assistant work involving the use of independent judgment and personal initiative; pay particular attention to detail (detail-oriented); assist in the preparation of an assigned department budget; interpret and explain department policies and procedures; prioritize work, perform multiple tasks simultaneously and meet deadlines; research, compile, analyze and summarize a variety of information materials independently prepare correspondence; respond to requests and inquiries from the general public and other departments; maintain accurate records and files; understand and follow oral and written instructions; work independently in the absence of supervision; communicate clearly and concisely, both orally and in writing; deal effectively with a wide variety of personalities and situations requiring tact, judgment, and poise; establish and maintain effective working relationships with those contacted in the course of work; and maintain confidentiality.
Education and Training
Sufficient education and experience to satisfactorily perform the duties of this classification. A typical qualifying background would be graduation from high school supplemented by specialized secretarial or business training. Five years of increasingly responsible secretarial or office administrative experience required.
Essential and marginal functions require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time; light lifting or carrying; near visual acuity for performing computer functions. Working conditions include office environment; exposure to computer screens.
Licenses and Certifications
Possession of an appropriate Class C California driver's license issued by the State Department of Motor Vehicles.
*PERS Retirement: 2% @ 55 for "classic members" or 2% @ 62 for "new members" as defined by CalPERS
*The City of San Carlos participates in Social Security
*Employee & family medical insurance and dental reimbursement plan; vision insurance
*City-paid $200,000 basic life insurance, accidental death & dismemberment, and long-term disability insurance
*Voluntary Deferred Compensation Plan 457(b)
*Flexible Spending Plans (Medical and Dependent Care, Commuter Benefits)
*Employee Assistance Program
*12 – 25 vacation days/year; 12 sick days/year, 10 paid holidays/year, up to 40 hours float leave/year
Supplemental Questionnaire, Résumé and Cover Letter Required
Copying and pasting résumé or attaching a résumé cannot be substituted for completing the "Work Experience" section of application. Please list each job in the "work experience" section. Click "+ Add another item" to add space for each work history. Failure to complete this section may be considered an incomplete application.