Summary/Class Characteristics

Administrative Assistant - IN HOUSE PROMOTIONAL

This recruitment will be used to fill a vacancy in the Finance Division of the Administrative Services Department, specifically in General Services, and may also be used to fill future vacancies within the City over the next 12 months.

Summary
Provide varied secretarial and office administrative assistance to the Department Director, or a division head, and associated supervisory and professional staff.

Class Characteristics
General supervision is provided by a higher level supervisor or manager; responsibilities may include the indirect supervision of support staff.

This class is distinguished from other City office support classes in that the Administrative Assistant provides secretarial and office administrative services for the Department Director or a designated division head and related supervisory or professional staff. General guidelines for action are normally established by the unit manager; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of City staff and representatives of the public. This class is distinguished from Senior Administrative Assistant in that the latter provides complex and sensitive secretarial assistance to a department director and associated managerial and professional staff.

Duties

The duties, skills, and 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 a disability to perform the essential duties, skills, and demands.

Receive and screen visitors and telephone calls, assist the public in completing and filing applications and other forms, and provide factual information which may require the interpretation of policies and procedures; take messages or refer the caller to the proper person.

Research and compile a variety of informational materials from sources both inside and outside of the office; open and sort mail and attach pertinent back-up materials.

Type and draft a wide variety of finished documents from brief instructions, or printed materials; may use word processing equipment; input and retrieve data and prepare reports using an on-line or personal computer system; initiate specified correspondence independently for signature by appropriate management, supervisory, or professional staff; review finished materials for completeness, accuracy, format, and compliance with policies and procedures, and appropriate English usage.

Organize and maintain various office files; follow up on projects, transmit information, and keep informed of unit activities; schedule and arrange for meetings; organize own work, set priorities and meet critical deadlines; may arrange for meetings, including preparing and distributing agenda materials and taking and producing minutes of actions or proceedings.

Collect fees, handle cash, credit, and check transactions, and issue receipts for various services; reconcile cash, credit, and checks processed.

Prepare meeting agendas and distribute materials; attend meetings to take minutes; prepare and distribute minutes; compile, edit, package, and track reports.

Perform related duties as assigned.

Qualifications

Knowledge of:

Standard office administrative and secretarial practices and procedures, including business letter writing.

City’s policies, rules, administrative regulations, and procedures.

Record keeping, report preparation, and filing methods.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Standard business arithmetic.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Education and Experience

Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

Education:

Equivalent to graduation from high school; college, business, or secretarial school training is highly desirable.

Experience:

Three years of secretarial or office support experience.

Certifications/Licenses:

Possession of a valid California Class C driver’s license.

Physical Demands and Working Environment

While performing the duties of this job, the employee is regularly required to sit, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk or hear, stand, walk, and stoop, or crouch. Occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Requires the ability to work in an office environment where the noise level is usually moderate.

Benefits

: The City of Petaluma offers a wide range of benefits. For details, please find the information here https://cityofpetaluma.org/employee-handouts-and-benefits/

Agency Information

Employer: City of Petaluma
Address: 11 English Street

Petaluma, California, 94952
Phone: 707-778-4534
Website: http://www.governmentjobs.com/careers/petaluma