The City of Glendora’s Community Development is looking for an energetic, responsible self-starter to join their team as their Administrative Assistant. The ideal candidate will be able to effectively multi-task and will have exceptional communication skills. The ability to work cooperatively with various city departments, the public, and outside agencies is a must! The Administrative Assistant will be successful if they can work at high productivity levels independently as well as contribute to a cohesive team. Examples of assigned duties include invoice processing, financial/contract tracking, waste management permits, and address assignments. If you are a professional, diligent individual, with positive energy for keeping organized and helping leadership move forward, then this is the opportunity for you!

We are looking for someone who can perform a variety of complex administrative duties and thrive in a high-paced, fluid, and collaborative work environment. This tactful individual must be able to maintain the utmost degree of confidentiality, trust, and ethics. High proficiency with Microsoft Office Suite (including Outlook and Excel), and the ability to learn and deploy other technologies (such as agenda management, website editing, financial, and human resources applications) will be essential. This is an ideal opportunity to develop professionally and work in a capacity that gives back to the community.

The Administrative Assistant class reports directly to a Department Head. Administrative Assistants are responsible for performing confidential and complex secretarial responsibilities and administrative tasks in support of department activity requiring the use of discretion and independent judgment and have the responsibility for attending, taking, and transcribing minutes of commission/committee meetings and agenda preparation. Positions assigned to this classification also perform routine technical and programmatic work in support of departmental operations.

Some of the typical duties of the Administrative Assistant include but are not limited to the following:

Provides direct secretarial support to a department head and other staff members as required; maintains calendar of appointments; receives visitors, ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures; may take shorthand or transcribe dictation on a regular basis.

Responds to inquiries from the public and City staff regarding departmental programs, procedures, activities, and other matters that require an in-depth knowledge of the department.

Establishes and/or maintains files on departmental activities; researches files to obtain information requested by departmental staff or necessary to the preparation of reports or conduct of other office business.

Handles administrative tasks associated with departmental programs and special projects; establishes and carries out record keeping procedures; develops or obtains forms and documents; interfaces with other City staff and outside agencies in obtaining information and coordinating activities; maintains personnel files and training records, and types performance evaluations and disciplinary actions.

May prepare agenda, attend, take and transcribe minutes of commission/committee meetings; types staff reports; may prepare agenda packets and distribute to appropriate staff and commission/committee; may attend and take minutes at staff and other meetings where matters handled by the assigned department are being discussed; may schedule and advertise public hearings according to prescribed regulations.

May maintain department expense journals, posting expenditures and receipts; assists in monitoring expenses and/or revenues relative to budget, and in budget preparation; may prepare invoices for payment or for services rendered; may handle petty cash.

May assume responsibility for departmental activity registration including through mail in, walk in, and online registration processes; may assume responsibility for facility rentals at assigned facilities; may serve as liaison with software vendor to resolve system problems.

Performs a variety of clerical tasks including typing, proofreading, filing, editing, office machine operation, and/or use of various office applications; sorts, files, prepares, and/or processes a variety of documents and records, including time sheets, personnel and purchasing forms, and claim vouchers according to established procedures; makes travel and meeting arrangements.

Assists the Department Head with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; conducts research and provides recommendations regarding project activity.

Performs technical and programmatic duties in support of specific areas of assignment.

May direct others in the performance of related tasks; coordinates work assignments; may supervise, train and evaluate subordinates; provides temporary and vacation relief for other staff as necessary.

May perform notary public functions.

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QUALIFICATIONS GUIDELINES

Education and/or Experience

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be graduation from high school or equivalent including or supplemented by coursework in office procedures, typing, shorthand, filing and records management and four years of experience in secretarial work.

Knowledge and Skill Levels

Considerable knowledge of related secretarial and general office methods and techniques including office equipment operation; fiscal record keeping; records processing and maintenance procedures and systems; preparation of complicated documents requiring specialized and/or statistical typing; basic principles of supervision and training; work scheduling and coordination practices. Working knowledge of the basic functions and organization of City government; departmental and program related polices, procedures, and processes. Skill in the operation of a variety of office equipment including personal computers and standard office applications;

Ability to type or enter data at 60 net wpm; may be required to take dictation and/or transcribe from notes or a dictaphone machine at an acceptable rate for adequate job performance.

Special Requirements

Possession of or ability to obtain a Class C California driver’s license and a satisfactory driving record, may be required for some assignments.

Possession of or ability to obtain Notary Public may be required for some assignments.

Some positions may be required to attend night meetings.

Timeline:

Open: 11/12/2024

Close: 12/01/2024

Interview: TBD

City of Glendora

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Administrative Assistant