Senior Administrative Assistant
$4,886 - $5,939 per month
Plus excellent benefits
Deadline to apply: Apply by Wednesday, February 14, 2018 for first consideration
THE POSITION: The City of San Rafael is recruiting for a full-time Senior Administrative Assistant in the Public Works Department. Under general supervision, this position performs a variety of responsible administrative duties in support of the Public Works department; performs operational functions assigned; receives and responds to questions and inquiries from the public, other City departments and outside agencies; and assists with a variety of special projects.
This is the advanced journey level of the Administrative Assistant series. This position requires knowledge of both unit processes and procedures, and the director's approach to specific issues. General guidelines for approach may or may not be established by the department head. Day-to-day activities are left to the initiative and independent judgment of the incumbent.
This position performs the following essential job duties:
- Perform a wide variety of highly responsible, complex and sensitive duties in support of the administration of a department and/or specific functional area.
- Receive and respond to calls and visitors with tact and diplomacy; research and respond to requests for sensitive information and assistance; resolve citizen concerns and complaints.
- Maintain liaison between department director and department staff, other City staff officials and staff of other agencies, and the public, to obtain and relay information and coordinate activities.
- Develop, coordinate, and implement program activities of a technical area of assignment related to department activities; prepare technical documents related to program activities.
- Respond to requests for documentation related to assigned area of responsibility; explain and interpret assignment area policies and procedures to internal or external customers.
- Perform technical duties related to area of assignment including interpreting, analyzing, and determining compliance or acceptance of information and materials; prepare reports to document results of duties performed.
- Assist professional staff in performing and conducting studies, special projects, administrative and technical functions; perform data collection and analysis; prepare draft reports and technical documents.
- Maintain a variety of databases for tracking operational, financial and statistical information; generate reports.
- Represent the department at staff and administrative meetings, committees, and related meetings.
- Interpret and apply City policies, procedures, and administrative directives, and communicate laws and regulations in response to inquiries or complaints; refer inquiries as appropriate.
- Participate in special projects as assigned; collect and compile a variety of administrative and/or technical information; prepare report of findings.
- Develop, revise and maintain operating and administrative procedures; develop forms and reports for departmental use.
- Order, maintain and reconcile office supply purchases; maintain office equipment and materials.
- Create, edit and update departmental information on internet and intranet.
- Receive, review and process payroll for assigned department; identify and resolve discrepancies; research and respond to questions from staff regarding payroll; process personnel transactions for new hires, promotions and transfers; track performance evaluations.
- Design and develop marketing materials and other outreach and informational documentation regarding department services, processes and procedures.
- Maintain awareness of current issues in assigned areas of responsibility.
- Research data and compile information to be used in special projects and comprehensive reports.
- Sort and distribute time sensitive or confidential mail for follow-up as necessary; independently respond to letters, electronic communication and general correspondence on behalf of the department director.
- Coordinate and make travel arrangements for a department director and key staff; maintain appointment schedules and calendars; organize and arrange meetings, conferences and civic functions.
- Develop, maintain and archive a variety of files and records for information related to a department; maintain manuals and update resource materials.
- May supervise, plan, prioritize, assign, and review the work of clerical staff; participate in the recommendation of the appointment of personnel; provide or coordinate staff training; and work with employees to improve performance.
- Evaluate, develop, implement and maintain systems and procedures for the efficient operation of assigned area including recommendations for procedural changes affecting staff.
- Participate in budget preparation and administration; prepare cost estimates for budget recommendations, as assigned; submit justifications for budget items; monitor and control expenditures; reconcile department credit cards.
- Prepare, distribute, and post agendas and minutes for a variety of meetings including City Council, Boards, Committees, Commissions, Authority Boards and other civic organizations; provide additional administrative support, including acting as Secretary, as necessary which may include the transcription of recorded or written information.
- Operate a variety of office equipment and use a variety of software programs including word processing, spreadsheet, and visual presentation equipment as appropriate.
- Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
- Perform other duties as required.
To be eligible for this position you must have knowledge/ability to:
- Knowledge of Business English; letter writing formats and technical report preparation.
- Knowledge of principles and procedures of fiscal and statistical record keeping and budget preparation and administration.
- Knowledge of functions and organization of municipal government.
- Knowledge of complex filing systems management and document administration.
- Knowledge of applicable federal and state fair employment laws, rules and regulations.
- Knowledge of principles of effective customer service.
- Knowledge of English usage, spelling, punctuation and grammar; business correspondence.
- Knowledge of modern office equipment and procedures including use of word processing, database, and spreadsheet applications.
- Knowledge of compiling and maintaining complex and extensive records to include statistical records; complete staff reports for oral and written communications.
- Knowledge of reviewing documents for completeness and following appropriate steps for retention of records, files, and documents.
- Knowledge of communicating clearly and concisely, both orally and in writing.
- Knowledge of establishing and maintaining effective working relationships with those contacted in the course of work.
- Ability to interpret and apply policies, laws and rules related to assigned department.
- Ability to intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
- Ability to understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
- Ability to interpret and apply administrative and departmental policies, procedures, laws and regulations.
- Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Ability to analyze office operations and technical problems, evaluate alternatives and recommend solutions.
- Ability to maintain confidential data and information for executive staff.
- Ability to independently prepare a wide variety of correspondence, brochures, spreadsheets and other materials.
- Ability to interpret, apply and explain rules, regulations and laws.
- Ability to compile and maintain complex and extensive records to include statistical records; complete staff reports for oral and written communications.
- Ability to review documents for completeness and follow appropriate steps for the retention of records, files and documents.
- Ability to communicate clearly and concisely, both orally and in writing.
- Ability to establish and maintain effective working relationships with those contacted in the course of work.
EDUCATION and/or EXPERIENCE: (A typical way of gaining the knowledge, skill and ability outlined above is)
- Equivalent to an Associate’s Degree, with college course work in public administration, business administration or a related field AND
- Three (3) years of progressively responsible administrative support experience, preferably within a public agency.
- Valid California driver’s license preferred.
PHYSICAL DEMAND/WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required on a continuous basis, to sit at desk and/or stand for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
APPLICATION AND SELECTION PROCESS:
Resumes do not substitute for the City application. Candidates should detail related education and experience on the application since this information will be used to determine who will be invited to participate in the next phase of the examination process. The examination process may include any or all of the following: application appraisal and oral board interview examination. Note: Prior to appointment, candidate must pass a background check, fingerprinting, and pre-employment physical. To file an application go to www.calopps.org. Select “Member Agencies”. Select “City of San Rafael”.
Reasonable Accommodation: The City of San Rafael will make reasonable accommodations in the exam process to accommodate disabled applicants. If you have a disability for which you require an accommodation, please contact us at (415) 485-3474 no later than three (3) calendar days before the test date.
Compensation & Benefits
The City of San Rafael offers an attractive compensation and benefits program. The salary range for this position is $4,886 - $5,939 monthly, DOQ/DOE and a competitive benefits program including:
- Retirement: The City is a part of the Marin County Employee Retirement Association (MCERA) plan, which offers reciprocity between agencies in CalPERS (this is part of the 37 Act County System);
- Classic Employees - 2% @ at 55 formula, single highest year of compensation;
- PEPRA employees - hired after 1/1/13 or with 6-month break in service are eligible for a 2% at 62 formula, highest 3 year average compensation.
- Health Insurance: Full flex cafeteria plan which can be applied to a health plan or converted to cash (Employee Only - $757.96; Employee+1 - $1,433.74; Employee+Family - $1,571.09; Waive Coverage $300.00)
- Life and Long Term Disability Insurance: $5,000 basic and long-term disability is two-thirds of the salary up to $1,000 per month
- Dental Insurance: Fully paid premiums
- Vision Insurance: Fully paid employee premium
- Deferred Comp
- Annual Leave: Vacation 10 days (1-3 years of service/6.25 hours earned per month); 12 sick days per year; 11 holidays and 2 floating holidays.
- And more......