Administrative Assistant I/II - City of Rohnert Park, CA

Salary: $27.90 - $37.43 Hourly

Location : Rohnert Park, CA

Job Type: Full-Time

Job Number: DVS ADMIN ASST I/II DEC24

Department: Development Services

Opening Date: 12/09/2024

Closing Date: 12/30/2024 5:00 PM Pacific

FLSA: Non-Exempt

The Position

The ideal candidate is motivated and excited about providing direct support to the Directorof Development Services in a fast-paced environment. This position provides administrative support to the Director by performing a variety of administrative, scheduling, and office support duties in support of the director.

DEFINITION

Under general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures, and operational details; provides administrative support to management, departmental staff, commissions, and committees; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and department programs; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by professional or management personnel. Functional or technical supervision may be provided by technical, professional, or management staff. May function as a lead by assigning and reviewing the work of support staff.

CLASS CHARACTERISTICS

Administrative Assistant I: This is the entry-level class in the Administrative Assistant series. Initially under close supervision, incumbents with general administrative experience perform work in a variety of work assignments in support of a Department Head or management staff. As knowledge and experience are gained, the work becomes more varied, and is performed under more general supervision. Positions at this level usually perform most of the duties required of the positions at the journey-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods.

Administrative Assistant II: This is the journey-level class expected to exercise initiative and a high degree of independent judgment and tact in the performance of assigned duties. Employees at this level are required to be fully trained and knowledgeable in the operations, procedures, and policies related to the assigned area(s) of responsibility.

Positions in the Administrative Assistant class series are flexibly staffed and positions at the Administrative Assistant II level are normally filled by advancement from the Administrative Assistant I level after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class. This class is distinguished from the Office Assistant class in that the former performs the more difficult and complex administrative work and may provide lead supervision over lower-level support staff.

Ideal Candidate

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support to managers and departmental staff by assisting with duties of a complex nature.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting and/or committee secretary including preparing agendas and informational packets, setting up the room, and taking and transcribing minutes for assigned boards and commissions.
• Assists or administers assigned department projects and/or programs, including the department's budget, as assigned by management staff, and department training coordination; provides assistance to department staff in various research and department-related projects.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics, including for the department's training program coordination, the department's budget, and budgets related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, contracts, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
• Prepares and processes reports, forms, contracts, and records, such as the department's budget, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, drafts of hearing notices, draft resolutions, notices of determination, and mailing lists for public hearing items.
• Manages and tracks the routing of a variety of documents, including coordinating the tracking of bidding and contracting processes; assisting with plan review distribution; and using tracking systems to coordinate billing and payment.
• Screens calls, visitors, and incoming mail; receives and responds to calls received by the department; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate.
• Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries.
• Maintains department files in accordance with the City's adopted records retention and management schedules.
• Assists in managing the City's website and social media accounts; may assist with software implementation and ongoing accuracy of system data.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files; and may maintain departmental website and intranet site.
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval; may collect fees and issue permits.
• Acts as a department representative within community groups to relay or obtain relevant information regarding departmental activities.
• Coordinates and integrates department services and activities with other City departments and outside agencies.
• Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, and multi-line telephones; may operate other department-specific equipment.
• May make presentations or give tours to groups of employees and the public; drives a City vehicle to deliver documents.
• May assist in the training of new or temporary staff; coordinate safety program/meetings.
• May be assigned to coordinate department specific training, facilitate training arrangements, ensure training compliance is met, and maintain department training records and calendars.
• Maintains calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings.
• Performs other duties as assigned.

In performing the duties described above, the incumbent is expected to:

• Provide outstanding and friendly customer service.
• Create and maintain a respectful and collaborative working environment.
• Communicate honestly and behave in a manner that is ethical, legal and fiscally responsible.
• Demonstrates care for the organization, customers, and coworkers.
• Perform work of the highest quality possible.
• Practice and encourage initiative and innovation to improve the workplace.

Qualifications and Requirements

KNOWLEDGE OF:

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
• Business mathematics and basic statistical techniques.
• Record keeping principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

ABILITY TO:

• Perform responsible administrative support work with accuracy, speed, and general supervision.
• Provide varied and responsible office administrative work requiring the use of tact and discretion.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate mathematical, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• 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:

Administrative Assistant I

Equivalent to completion of the twelfth (12th) grade supplemented by college-level coursework and/or technical training in secretarial science and/or office administrative support and one (1) to two (2) years of increasingly responsible administrative work experience. Additional specialized clerical training including proficiency in applicable computer programs is desirable.

Administrative Assistant II

Equivalent to completion of the twelfth (12th) grade supplemented by college-level coursework and/or technical training in secretarial science and/or office administrative support and three (3) years of increasingly responsible administrative work experience. Additional specialized clerical training including proficiency in applicable computer programs is desirable.

LICENSES AND CERTIFICATIONS:

• Ability to obtain a valid California Driver's License by time of appointment and a satisfactory driving record may be required for some positions.

Additional Information

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Some assignments may require operating a vehicle to visit different City sites for business. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions. Some positions may occasionally have direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

CALPERS RETIREMENT

Per the Public Employees' Pension Reform Act (PEPRA), effective 1/1/13, new-hire employees will be in the Misc. 2% at Age 62 retirement formula with a 3-year final compensation. Employees must contribute 50% of the normal cost rate to CalPERS, which is currently 6.25%.

Medicare Taxes are withheld, but the City does not participate in Social Security

MEDICAL INSURANCE

Employees may select from Kaiser, REMIF, or Sutter health plans. The City contributes a set credit amount based on coverage level.

DENTAL & VISION INSURANCE: City provides Delta Dental and VSP (vision) insurance at no premium cost to employee and eligible dependents.

HOLIDAYS: 12.5 paid holidays per year.

ANNUAL LEAVE PROGRAM: 12.67 hrs/month accrual for paid time off. Accrual schedule increases with service. The maximum Annual Leave cap is 500 hours.

ADDITIONAL BENEFITS

City-paid $50,000 life insurance policy and $1000 for dependents, Short-Term Disability Insurance, Long-Term Disability Insurance, Employee Assistance Program, Education and Tuition Reimbursement Program, Bilingual Pay, Dependent Care Assistance Program, Health Care Tax Free Dollar Account Program, Catastrophic Leave Program, and free use of the City's Sports Center and lap swim in the City's swimming pools. Employees may purchase supplemental life insurance, participate in deferred compensation program and join in a credit union. The City is a non-smoking workplace.

EMPLOYEE UNIT: This position is in the Rohnert Park Employees' Association Unit. Positions in this unit that are Exempt under the Fair Labor Standards Act (FLSA) receive 50 hours of Administrative Leave.

For further details about the benefits offered, please