Administrative Assistant I/IIPUBLIC WORKS DEPARTMENT
$4,115 - $5,515 per month
Plus excellent benefits
Deadline to apply: Apply by Wednesday, February 14, 2018 for first consideration
THE POSITION: The City of San Rafael Public Works Department is recruiting for a full-time Administrative Assistant I/II position. Under general supervision, this position provides responsible, varied, secretarial and office administrative assistance to our Public Works Department.
Administrative Assistant I: This is an entry level class in the Administrative Assistant series. This level performs more routine tasks and duties assigned. Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level. Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Employees work under immediate supervision while learning job tasks.
Administrative Assistant II: This is the full journey level class within the Administrative Assistant series. This class is distinguished from the Administrative Assistant I by the assignment of the full range of duties. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies within the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the entry level.
This position performs the following essential job duties:
- Set up and maintain financial, statistical, and operational records, including reviewing departmental payroll submittals and various time sheets.
- Administer and maintain complex procedures, including issuing permits, submitting required information/forms for inter-governmental reimbursements and/or grant monies; and as related to assigned program areas.
- Prepare, distribute, and post agendas and minutes for a variety of meetings; provide additional administrative support which may include the transcription of recorded or written information.
- Create, edit and update departmental information on internet and intranet.
- Carry out routine required procedures related to departmental hiring.
- Prepare required statistical reports for various departmental programs.
- Provide information relating to responsibilities assigned in person or by telephone.
- Refer more complex requests, technical inquiries or serious complaints to appropriate staff members.
- Maintain inventory and office supplies; prepare purchase orders.
- Research and compile information as requested.
- Provide technical and functional supervision as appropriate to clerical personnel; recommend organizational procedural changes affecting clerical activities.
- Screen calls, visitors, and mail and take action appropriate to request/situation.
- Independently respond to letters and general correspondence of a routine nature.
- Make travel arrangements, maintain appointment schedules and calendars, arrange meetings and conferences, and schedule facilities reservations as necessary.
- Operate a variety of office equipment and use a variety of software programs including word processing, spreadsheet, and visual presentation equipment as appropriate.
- Type, edit and format a variety of materials including staff reports, agendas, general correspondence and memoranda; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
- Follow-up on projects, transmits information and keeps informed of department activities.
- Initiate and maintain a variety of files and records.
- Oversee and coordinate preparation, compilation, reproduction and distribution of various documents and reports.
- Assist in gathering data, preparing and monitoring the annual budget.
- Perform a variety of tasks related to office administration specific to the department in which assigned.
- 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:
Administrative Assistant I:
- Knowledge of English usage, spelling, grammar, and punctuation.
- Knowledge of modern office methods, procedures, and computer equipment and various software applications.
- Knowledge of business letter writing and arithmetic.
- Ability to learn to perform a wide variety of responsible secretarial and clerical work.
- Ability to on a continuous basis, sit at desk and/or stand at counter 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.
- 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 meet the public tactfully and courteously and answer questions in person and over the telephone.
- Ability to learn and apply policies, rules, and regulations.
- Ability to maintain confidential data and information.
- Ability to compose general correspondence and letters.
- Ability to operate and use modern office equipment including computer equipment and software as assigned.
- Ability to learn to analyze situations carefully and adopt effective courses of action.
- Ability to type at a speed necessary for successful job performance.
- Ability to communicate clearly and concisely, both orally and in writing.
- Ability to establish and maintain effective working relationships with those contact in the course of work.
Administrative Assistant II: (In addition to the qualifications for the Administrative Assistant I)
- Knowledge of organization, procedures, and operating details of the city division to which assigned.
- Knowledge of filing and record keeping practices.
- Ability to perform a wide variety of difficult and responsible secretarial and clerical work with limited supervision.
- Ability to compile and maintain complex records and files.
- Ability to independently apply policies, rules, and regulations.
- Ability to understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
- Ability to work independently in the absence of supervision and work under pressure to meet deadlines.
- Ability to analyze situations carefully and adopt effective courses of action.
- Ability to prepare statistical, financial, and operational reports.
EDUCATION and/or EXPERIENCE: (A typical way of gaining the knowledge, skill and ability outlined above is)
Administrative Assistant I:
- Equivalent.to completion of the twelfth grade AND
- Two years of responsible clerical experience
Administrative Assistant II:
- Equivalent to completion of the twelfth grade AND
- Two years of responsible secretarial or office administrative experience similar to an Administrative Assistant I with the City of San Rafael.
- 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 $4,116 - $5,515 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......