Administrative Assistant I bei City of Watsonville

About the Department

DEFINITION  

 To perform a variety of responsible secretarial/clerical functions in support of assigned staff and City department/division office operations and to relieve assigned administrator(s) of routine administrative details not requiring his/her immediate attention, and to do related work as required.  

DISTINGUISHING CHARACTERISTICS

 This class functions at a journey level of classification and is the first level of the administrative support secretarial class series.  Performs general secretarial work in support of department or division operations, activities and various department staff which may include the department head.  This class requires the successful accomplishment of a variety of tasks and details from the initiation of a relevant procedure to its completion. 

SUPERVISION RECEIVED AND EXERCISED

•  Receives general supervision from assigned department staff 
•  May coordinate, direct, and monitor the work of student assistants or other non-City employees in a lead capacity. 

Position Duties

EXAMPLES OF ESSENTIAL DUTIES – 

Duties may include, but are not limited to, the following: 

•  Performs and handles routine administrative details not requiring the immediate attention of assigned department/division administrator(s) 
•  Performs a variety of general secretarial duties in support of assigned office activities, operations, and staff  
•  Performs keyboard tasks at a moderate rate of speed 
•  Compiles data and maintains databases  
•  Prepares and assists in the preparation of a variety of reports and documents, including agenda materials, budgets, payroll information, using Word, Excel, etc., and department software   
•  Establishes and maintains a wide variety of records and files related to departmental/division operations and activities  
•  Receives and processes payments; issues receipts; completes proper forms; maintains and balances appropriate records for proper accounting of payments made; balances cash box/drawer 
•  Receives calls and visitors; provides public assistance and information; answers questions; issues permits/forms; refers caller to appropriate person as needed  
•  Receives, opens, sorts, and distributes incoming mail  
•  Performs special duties and assignments related to assigned office activities and operations as assigned, such as calculating fees, compiling agenda information, checking records and warrants, processing plans  
•  Performs a variety of accounting support functions such as tracking purchase orders; calculating, posting, and recording fees; preparing statements; and tracking payments  
•  Prepares and maintains calendar for department/division operations; notes due dates and schedules meetings; notifies staff members, tracks progress, and confirms dates and times 
•  Takes and transcribes dictation and notes from oral presentation and tape  
•  Attends meetings as assigned; may take and transcribe minutes of meetings  
•  Composes correspondence independently  
•  Makes travel arrangements 
•  Screens phone calls, providing information, answering questions or referring callers to appropriate persons 
•  Maintains automated and manual files and recordkeeping systems 
•  Types, assembles and distributes a variety of documents/materials including letters, correspondence, memos, reports, minutes of meetings, and requisitions 
•  Operates a variety of standard office equipment 
•  Promotes safety in the workplace 
•  Performs related duties similar to the above in scope and function as required  

Other duties may include:  

•  Administering English/Spanish bilingual tests 
•  Proofreading and editing translations 
•  Notary Public services 
•  Performing Live Scan Department of Justice fingerprinting 

•  proper English usage, grammar, punctuation, vocabulary, and spelling  
•  proper office methods, techniques, and practices, including computer software, filing systems, business correspondence, receptionist, and telephone techniques 
•  financial record-keeping procedures and techniques 

•  maintain strict confidentiality of information 
•  multi-task 
•  organize and prioritize work assignments 
•  understand the organization and operation of the City and of outside agencies as necessary to perform essential duties 
•  learn the activities and operations of assigned department/division  
•  learn, interpret, and apply City and department rules, laws, and policies  
•  perform general secretarial/clerical work with speed and accuracy  
•  direct and monitor the work of others in a lead capacity as assigned  
•  apply good judgment in recognizing scope of authority  
•  perform keyboard tasks at a moderate rate of speed 
•  take and transcribe dictation with speed and accuracy  
•  understand and follow complex oral and written instructions  
•  operate standard office equipment/machines such as copier, calculator, personal computer, and transcription equipment  
•  perform arithmetical calculations using addition, subtraction, multiplication, and division   
•  establish and accurately maintain a variety of complex records and files and prepare related reports   
•  effectively and tactfully communicate in both oral and written forms  
•  establish and maintain effective work relationships with those contacted in the performance of required duties 
•  hear adequately to converse on the telephone and in person 
•  intermittently bend and twist to reach equipment on surrounding desk 
•  intermittently reach above and below shoulder level to reach books, files and reports on shelves and in filing cabinets 
•  grasp files, documents and equipment with right and left hands 
•  climb stairs 
•  squat and kneel to reach files and related legal documents 
•  sit at a desk using near vision for long periods of time 
•  work indoors in an office environment subject to heat/cold and fragrances such as perfumes 
•  speak English 
•  speak Spanish highly desirable 

Minimum Qualifications

Training and Experience: 

Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:  

Other Qualifications

The candidate will be appointed for a 12-month probationary period. Names of successful candidates who do not receive a job offer will be placed on an employment list which normally remains effective for one year. The Human Resources Department may abolish an Employment list at any time the needs of the City so require. This position is represented by the Confidential bargaining group.

Prior to appointment to the position of Administrative Assistant I, a medical examination and Department of Justice LiveScan fingerprinting will be required.

The City of Watsonville is an Equal Opportunity Employer and encourages workplace diversity.
The City of Watsonville is committed to compliance with the Americans with Disabilities Act by including people with disabilities in all of its programs and activities.

NOTE: THIS ANNOUNCEMENT DOES NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISIONS CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVISED WITHOUT NOTICE.