The Position

Administrative Assistant

Are you passionate about serving the community and supporting a team that is committed to making a positive impact? The City of Ontario is seeking a well-qualified and team-oriented individual interested in the honorable profession of public service to join our team as an Administrative Assistant.

The Administrative Assistant performs complex and confidential administrative work for their assigned department, including supporting management and executive staff, handling special projects, assisting management with the department budget, coordinating contracts, liaising with board and commissions and taking minutes at official meetings, and attending to administrative details. The ideal candidate should have excellent communication and interpersonal skills, be highly organized, and able to exercise independent judgment and discretion. Additionally, successful candidates will embody the City’s mission and vision, as well as the qualities of a "Five Tool Player" - Leader, Thinker, Communicator, Operator and Public Servant - and the City's Customer Service Philosophy– Empathy, Respect, and Problem Solving.

The Following Procedures Will Apply

The Eligibility List will consist of both internal and external applicants who meet the qualifications and successfully complete any required selection processes.
The hiring department has the discretion to consider internal applicants on the Eligibility List prior to considering external candidates on the Eligibility List.
The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below.
Qualified candidates whose qualifications best meet or exceed the requirements of the position and needs of the City will be asked to participate in an Examination process that may include a combination of an in-person Panel Oral Interview, in-person Practical Exam, Training and Experience evaluation, and/or in-person Written Exam.

NOTE: The Administrative Assistant classification is a common classification used in a variety of City departments. This recruitment will result in an eligibility list for this classification to meet the future staffing needs of the departments with openings in this classification. The current immediate vacancy is within the Administration Department of the Public Works Agency.

The Public Works Agency

The Public Works Agency provides essential construction, integrated waste and recycling collection, fleet and facility maintenance and repair services to the citizens and businesses of Ontario through the Parks and Steets Maintenance, Municipal Services, Design and Construction, Engineering, Integrated Waste, and Administration Departments. The Public Works Agency strives to meet the daily challenges of maintaining exceptional levels of service to our residents and community, providing stellar customer service, and maximizing all resources to develop and maintain value for the City. The Agency has an annual budget of over $152 million.

Important Background Investigation

Successful candidates appointed to the Ontario Fire Department or Ontario Police Department are subject to a satisfactory background investigation conducted by the Ontario Police Department. The background investigation will include the following: passing of a polygraph test and the successful completion of a post-offer medical exam (including drug screen). Candidates may be disqualified from further consideration during the background investigation for a variety of reasons including if they have: an excessive number of traffic citations and/or collisions; arrests and/or convictions; a history of illegal substance abuse; poor credit history (factors include bankruptcy, foreclosures, liens, repossessions, and recency); or thefts from a previous employer. For clarification of any of the above disqualifying reasons, please call the Police Department Background Unit at (909) 408-1820. The following list describes some areas that are covered in the background investigation:

Your relatives, references, and acquaintances are asked to comment on your suitability for a career in law enforcement.
The information supplied regarding your educational history is examined and verified.
You must list a history of your residences.
Your work history and experience are examined with regard to your dependability, relationships with fellow workers, trustworthiness, and general job performance.
Military service records are subject to verification.
The background investigation considers your management of personal finances (however, being in debt does not automatically disqualify you).

Your criminal, driving, and insurance records are evaluated. Felony convictions will be grounds for disqualification from the selection process.

The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario enjoys the reputation of being a progressive City which provides solid leadership to its citizens and to the business community. The City provides a full range of services to the community including; Police, Fire, Management Services, Community Life & Culture, Community Development, Economic Development, Financial Services, Human Resources/Risk Management, Public Works, and the Ontario Municipal Utilities Company. The City's team is staffed with approximately 1,517 full-time equivalent diverse and talented employees who work to support a common goal of providing excellent service to the community.

We invite you to learn more about the City of Ontario by reviewing the City's website including the City’s State of the City Address to learn more about the exciting opportunities this position will play in the vital growth of the City in becoming the Premier Community of the Inland Empire!

State of the CityThe Ontario Plan

Smart OntarioDowntown Ontario

Examples Of Essential Functions

The essential functions typically performed by the Administrative Assistant include the following:

Performs a variety of secretarial and office tasks.
Researches, composes, types and edits reports, correspondence, minutes, and city council agenda reports.
Prepares and maintains complex files and records which include but are not limited to contracts, insurance forms, requisitions, purchase orders, agenda records, and employee records while meeting the City's record retention guidelines.
Types, processes, and distributes confidential employee personnel action forms and evaluations.
Prepares promotional and marketing materials, public announcements, legal statements, and other information having media applications.
Conducts basic research or inquiries and complies statistics in support of particular departmental needs.
Maintains appointment schedule and calendar for department director or other department managers and supervisors.
Processes agenda information for commission meetings and compiles information to submit to the City Manager's Office or City Clerk's Office, including legal and public notices, decisions, and approval letters; records meetings (takes minutes as needed).
Answers incoming calls and routes calls to appropriate staff or resources; greets and directs visitors to proper parties based upon knowledge of departmental and City operations.
Coordinates and makes arrangements for meetings, conferences, workshops, and travel for staff, managers, supervisors, administrators, or other personnel.
Supervises, trains, and provides work direction to other office support positions, as needed.
Arranges, assembles, and prepares designated information for department annual budget.
Provides administrative assistance to commissions or major committees.
May purchase and maintain department office supplies, equipment, and materials.
May testify in court.
Prepares requisitions; compiles quotes/bids for department, related equipment, and materials.
Assists with various projects and tasks as assigned.

Qualification Guidelines

Education

High school diploma or recognized equivalent.

Experience

Four years of increasingly responsible general clerical experience. Ability to type with speed and accuracy.

License

A valid California Class C driver license and an acceptable driving record at the time of appointment and throughout employment.

Desirable

Associate's degree in secretarial science, office administration, or a related field; public agency experience, experience in Microsoft Office products, and knowledge of municipal operations and organizations. Knowledge in processing invoices or understanding of areas within Purchasing such as requisitions.

Background Investigation

Candidates must demonstrate the ability to successfully complete a comprehensive background investigation conducted by the Ontario Police Department when assigned to the Police Department or Fire Department.

Supplemental Information

How To Apply

Apply online by clicking on the "Apply" link at the top of this announcement. If this is the first time applying for a position using governmentjobs.com you will be prompted to create a new user account, otherwise log in with your user name and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following:

List any relevant experience and education that demonstrates that you qualify for the position.
List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario).
Separately list each position held, including different positions with the same employer.

A resume may be attached to your application but will not substitute for the proper completion of your application. Applications that are not properly completed may be rejected.

Supplemental Questions

To complete your application for this position you will be prompted to respond to supplemental questions. This information will be used as part of the application screening and selection process and is designed to help you present your qualifications for this position. This may include a selection step in which your application and supplemental questions are reviewed and scored by a panel of raters familiar with this position. Incomplete responses, false statements, omission, or partial information may result in disqualification from the selection process. Your responses should be consistent with the information provided on your application. Please provide succinct, concise, descriptive, and detailed information for each question. If you have no experience, write "no experience" for the appropriate question.

Email Notices

Email is the primary way that the Human Resources or Hiring Department will communicate with you. Please check your email account (including the SPAM folder) on a regular basis for any emails related to the application or selection process. Emails from the city of Ontario will come from "@ontarioca.gov" or "governmentjobs.com." If you change your email address after submitting your application please visit governmentjobs.com and update your profile.

Frequently Asked Questions

If you have any additional questions regarding the application process, please refer to our Frequently Asked Questions page.

The City of Ontario values the health and wellness of our employees and their families. We understand benefits are an important part of your total compensation and we take pride in offering a comprehensive benefit package. Please check out our excellent benefit packages here www.ontariocityemployees.org.

Employees in this classification are under the Confidential Employees Compensation and Benefits Profile. For a list of benefits for Confidential employees please click here 2024 CON, SCON, and MCON Benefit Summary.

01

INSTRUCTIONS: The information on your application and the following supplemental questionnaire will be a primary tool in the evaluation of your qualifications for this position. The information you provide will be reviewed and used to determine your eligibility and to further identify those applicants who are best qualified to continue in the selection process for this position. Incomplete responses, false statements, omissions, partial information or AI-generated responses may result in disqualification from the selection process. Resumes may be attached, but they will not be accepted in lieu of completing the job experience section of the application or the supplemental questions. Responses to the supplemental questions that indicate "see resume" are considered incomplete. By checking the 'Yes' response below, I indicate that I have read the job bulletin and these instructions for completing the supplemental questionnaire. Additionally, I certify that my application and supplemental answers accurately reflect my training, education and experience; and I understand that my responses are subject to verification.

Yes, I understand the above statement.

02

Which of the following best describes your highest related level of education?

High School Diploma or Equivalent
Some College Coursework, No Degree
Associate's Degree
Associate's Degree and additional coursework
Bachelor's Degree
Bachelor's Degree and additional coursework
Master's Degree
Master's Degree and additional coursework
Doctorate Degree
Doctorate Degree and additional coursework
None of the Above

03

How many years of increasingly responsible general clerical experience do you possess?

No experience
One to two years
Two to three years
Three to four
Four to five years
Five or more years

04

Describe your experience performing administrative support functions. Indicate your level of independent action and decision making as well as the title(s) of the staff position(s) you supported.

05

What computer programs/software programs have you used in a clerical /administrative role that you have found to be the most helpful or productive? Why?

06

In your opinion, what are the top 5 skills required to be a successful Administrative Assistant?

07

This Classification is a common classification used in a variety of City departments. Please indicate the agencies that interest you. Only those selected will be used to determine which individuals get referred to the hiring agency if eligible.

Community Development
Community Life & Culture
Economic Development
Fire
Information Technology
Management Services
Ontario Municipal Utilities Company
Police
Public Works
Finance
Human Resources/Risk Management
Required Question

City of Ontario

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Administrative Assistant