The City of Hanford is seeking to fill the vacancy of Administrative Assistant in the Administration Department. This position will greet and assist customers and staff at the City Hall reception area.

This position will also perform responsible administrative support duties for a department head, to represent the assigned department with City staff and the public, and to provide administrative and technical support to assigned projects and programs.EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:

Perform a wide variety of complex, responsible administrative support duties for an assigned department head; research and analyze routine administrative projects; prepare first draft reports on administrative matters.

Establish and coordinate office activities and schedules; establish methods for office operations; implement office policies and procedures; develop and recommend office procedures and systems; ensure smooth office operations.

Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.

Participate and assist in the development and administration of an assigned budget; prepare budget reports; compile annual budget requests; monitor and control expenditures; review and process purchase orders.

Research, compile, and analyze background data; perform routine and special administrative activities and projects; prepare independent draft reports and documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings, committees, and groups.

Coordinate and implement assigned program activities of an operational area of assignment; prepare status reports and documents related to program activities.

Review, verify, and process documents related to administrative and program activities such as invoices, contracts, grants, claims, legislation and other specialized documents.

Provide follow up to assignments given to management and/or operations staff by an assigned department head; provide status reports to assigned department head; assist in coordinating, preparing, and producing staff reports.

May order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment, and services; make budget transfers as appropriate.

May maintain time card and payroll records; maintain administrative files and records for personnel including employee evaluations and disciplinary actions.

May provide technical and functional supervision of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing administrative support.

Respond to letters and general correspondence not requiring the attention of management staff.

Receive and distribute incoming mail and email; review and evaluate mail and email to identify those items requiring priority attention; receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention.

Interpret and explain City and department policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department objectives.

Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.

Provide administrative support for assigned task forces, committees, commissions and boards; review and summarize miscellaneous reports and documents; prepare background documents as necessary.

Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

Foster an environment that embraces diversity, integrity, trust and respect.

Be an integral team player, which involves flexibility, cooperation and communication.

Perform related duties as assigned.MINIMUM QUALIFICATIONS

Knowledge of:

Organization, procedures, and operating details of an office.

Principles and practices of routine research and project planning.

Principles and practices of office management and records management.

Principles and methods of business letter and report writing.

Modern office practices, procedures and computer equipment and standard office software.

English usage, grammar, spelling, punctuation and vocabulary.

Ability to:

Plan, oversee, and implement activities related to an office.

Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.

On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.

Interpret and apply City and department rules, laws and policies.

Coordinate and organize timely workflow while maintaining effective and harmonious relationships.

Type at a speed necessary for successful job performance.

Work confidentially with discretion.

Work effectively to meet demanding schedules and multiple timelines.

Compose complex correspondence and prepare preliminary reports.

Maintain official and complex records and files.

Use sound judgment in recognizing scope of authority.

Operate and use modern office equipment including computers and applicable software.

Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.

Utilize appropriate safety procedures and practices for assigned duties.

Communicate effectively orally and in writing.

Relate effectively with people of varied academic, cultural and socio-economic backgrounds using tact, diplomacy and courtesy.

Establish and maintain effective, cooperative, and collaborative working relationships with others.

Experience and Education

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

Experience:

Two years of responsible office administrative support experience, preferably in a municipal government environment.

Education:

Equivalent to the completion of the twelfth grade.

License and Certificate

May need to possess an appropriate, valid California driver's license as required by the position.

The application screening will involve a competitive evaluation of relevant education, training, and work experience, followed by a written examination and/or an interview before an Oral Board to identify the most qualified candidates. Meeting the minimum qualifications does not guarantee applicants an interview, and the screening committee's decision is final. Candidates deemed eligible for appointment to the position will be placed on the City’s Certified Eligibility List. Applicants will receive written notification regarding the results of all phases of the recruitment process leading up to the establishment of the Eligibility List, if applicable.

City of Hanford

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Administrative Assistant