Location
Description
Under direction, provides clerical and administrative support to a department head, division head, section supervisor and/or supervisory and professional staff within a variety of City departments. On occasion, work may involve confidential issues and thus needs to be handled accordingly. May also perform related work as assigned. Incumbents in this classification perform administrative, technical and analytical duties within assigned program or functional area(s) of a City department.
CLASS CHARACTERISITICS:
This is the lead-level class in the Administrative Assistant series. Under general supervision, may provide lead direction and training to a small group of Administrative Assistants and Office Specialists; provides difficult and/or specialized office support to a designated department head, division head, section supervisor and/or supervisory and professional staff within a variety of City departments; and performs related work as assigned. This position is distinguished from the Administrative Assistant II class by the high degree of independence, level of responsibility, the greater complexity of assignments received, and its possible supervisory nature. Incumbents exercise a high degree of responsibility for administrative research and analysis and provide recommendations to department heads, section supervisors and/or supervisory and professional staff within a variety of City departments.
EXAMPLES OF DUTIES (illustrative only):
- May provide lead direction, training and review of work of those in the Office Specialist and Administrative Assistant series.
- Coordinates purchasing and supply ordering activities; contacts vendors; obtains the best terms and prices; arranges for delivery; and processes paperwork for payment.
- Arranges for the maintenance and repair of facilities and equipment; follows up to ensure that repairs have been completed.
- Prepares policies and procedures for department use; disseminates such procedures and instructs others in their use.
- Coordinates the issuance of permits for use of various City facilities; may arrange for staff coverage for specified events.
- Interprets departmental and/or program rules, policies, and procedures for others; recommends improvements to policies and procedures.
- Prepares a variety of written reports and correspondence regarding department or program activities, policies, procedures and/or services; maintains records and files.
- May assist in the development and administration of the annual program and/or departmental budget; analyzes requests and prepares cost figures; determines the reason for variances.
- May provide general administrative support to departmental and/or program staff in such areas as payroll, contract administration, and production and distributions of written and promotional materials.
- May attend a variety of meetings with City staff, contractors, vendors, representatives of other governmental and/or regulatory agencies and the public, to identify, discuss and/or resolve problems.
- May attend and participate in professional group meetings to maintain knowledge of developing trends and/or innovations in assigned program area.
- Participates in various studies by collecting, monitoring, and analyzing data; performs analysis of issues affecting program; assists in developing recommendations, improvements, and/or modifications to policies and procedures to enhance program and administrative effectiveness.
- Assists in preparing requests for proposals and contractual agreements.
- Perform related duties as assigned.
Ideal Candidate
EDUCATION AND EXPERIENCE:
Any combination of education, training, and experience that would likely provide the required knowledge, skills, and abilities is qualifying.
A typical way to obtain the knowledge, skills and abilities would be:
- 3 - 5 years of increasingly responsible general clerical or Administrative Assistant experience.
- Municipal government experience is preferred, but not required.
LICENSE AND CERTIFICATIONS:
Possession of a California Driver's license with a satisfactory driving record.
KNOWLEDGE AND ABILITIES:
Knowledge Of:
- Basic supervisory principles and practices if needed.
- Office administrative principles and practices, including basic organization principles.
- Basic budgetary principles.
- Functional activities common to a municipal government.
- Analytical principles and record keeping practices.
- Basic purchasing techniques.
Ability To:
- Plan, assign and review the work of others if needed.
- Train others in work procedures if needed.
- Organize and prioritize work activities if needed.
- Analyze problems, evaluate alternatives and make sound recommendations.
- Communicate effectively, both orally and in writing.
- Prepare clear and concise reports.
- Develop and maintain effective working relationships with those contacted in the course of the work.
- Interpret rules, regulations, policies and procedures.
- Maintain accurate records.
- Work independently, maintain attention to detail, and coordinate several projects concurrently.
- Perform data collection and analysis.
WORKING CONDITIONS, ADA AND OTHER REQUIREMENTS:
The City of Union City is an equal opportunity employer. The City of Union City will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities.
Travel: Positions in this class may require local and statewide travel as necessary.
Benefits
BENEFITS: The following benefits pertain to positions designated in the SEIU group.
Retirement: CalPERS enrollment in either 2% @ 60 (Classic Employees) or the new 2% @ 62 (New Employees) formula is dependent on the individual’s eligibility, as per AB 340. The City does not participate in Social Security therefore there are no Social Security tax deductions (except 1.45% Medicare).
Life Insurance: Premium is paid by the City. Life insurance and AD&D is equal to $100,000 each. Short-term disability insurance premium shared by the City and employee. Additional voluntary supplemental life insurance is available.
Medical/Dental: The City provides $2,200*/month to purchase medical, dental and vision benefits.
Leaves*: 8 hours of sick leave/month with no limit on accumulation; 80 hours of vacation per year for the first three years of service; 12 holidays and 24 floating holiday hours.
Other: Educational Reimbursement for approved coursework; 9/80 work schedule, with alternate Fridays off. Deferred Compensation Plan available.
*All benefits will be prorated for part time positions.
Special Instructions
APPLICATION PROCESS:
The selection process may consist of, but limited to one or more of the following components:
- Screening for Best Qualified
- Supplemental Questionnaire
- Written Exam
- Performance Exam
- Oral Interview
Resumes may not be accepted in lieu of a completed application.
Applicants who are invited to continue in the selection process will be notified by e-mail. Successful candidates’ names will be placed on an employment eligibility list. The eligibility list will remain in effect for a minimum of one year from the date the list is established. Additional vacancies that occur for this classification may be hired from the list.
REASONABLE ACCOMODATION:
The City of Union City provides reasonable accommodations for applicants with disabilities, upon request. Please contact the Human Resources Department (hr@unioncity.org) if you will need reasonable accommodation for any aspect of the selection process.
EQUAL OPPORTUNITY EMPLOYER:
The City of Union City is an Equal Opportunity Employer and values diversity at all levels of its workforce.