Under general supervision from the Director of Community Services, the Administrative Assistant performs a variety of routine to highly responsible clerical and administrative tasks in support of the Director, staff members, and department. The Administrative Assistant assists the public by providing information or directing information requests to appropriate department staff and serves as a resource to the department and City staff.

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

Perform a wide variety of administrative duties in support of the department director and staff.
Perform a full range of accounting duties in support of assigned area; manage department administrative and/or financial system(s); maintain accounting, financial, and customer service records, reconciliations, reports, and documents; monitor budget expenditures and revenues; manage department contracts; initiate department purchases; receive and record invoices.
Receive and respond to questions and concerns from the general public; provide information or forward to appropriate source; interpret department policies and procedures in response to routine inquiries.
Assist the public with the completion of applications; calculate and receive fees; process permits and/or agreements.
Make travel arrangements, maintain appointment schedules and calendars, and arrange meetings and conferences for department director and department staff.
Research data and compile information to be used in special projects; prepare statistical and narrative reports.
Prepare and assemble reports, publications, newsletters, and other materials and distribute as appropriate.
Assist with the compilation and preparation of agenda items and agenda packets; attend meetings, as required, and take and transcribe minutes.
Develop, maintain, and archive a variety of files and records for information related to a department; maintain manuals and update resource materials.
Evaluate, develop, implement, and maintain systems and procedures for the efficient operation of assigned area including recommendations for procedural changes affecting staff.
Receive, open, and distribute incoming and outgoing mail.
Build and maintain positive working relationships with co-workers, other City employees, other agencies and the public using principles of good customer service.
Perform related duties as assigned.

Knowledge of:

Advanced English usage, spelling, grammar and punctuation.
Alphabetic and numeric filing system management.
Business correspondence writing and report preparation.
Pertinent federal, state, and local laws, codes and regulations.
Functions and organization of municipal government.
Principles and procedures of record keeping.
Principles and practices of effective customer service.
Modern office equipment including applicable computer applications.

Ability to:

Perform responsible and difficult administrative support involving the use of independent judgment and personal initiative.
Interpret and apply administrative and City policies, procedures, laws and regulations.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Analyze situations carefully and adopt effective courses of action.
Compile, prepare and maintain routine reports.
Maintain confidential data and information for executive staff.
Serve as an integral team player, which involves flexibility, cooperation and communication.
Operate and use modern office equipment including a computer and applicable software.
Follow workplace safety procedures and policies.
Establish and maintain effective working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.
Intermittently, review documents related to department operations; observe, identify and solve problems relative to office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and solve problems relative to office issues for the public and with staff.
On a continuous basis, sit at desk and/or stand at counter for long periods of time; intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 20 pounds or less.

Experience and Education

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

Experience:

Three years of responsible clerical and administrative support experience.

Education:

Equivalent to an Associate’s degree from an accredited college with major coursework in business administration, accounting, finance, computer science or a related field.

License and Certificate

Possession of, or ability to obtain, a valid California driver’s license.

Environmental Conditions

Work is normally performed in a temperature controlled office environment subject to typical office noise.

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications for entry into the class and do not necessarily convey the qualifications of the incumbents within the position.

To apply, submit a completed City of Yucaipa application through our website at www.yucaipa.gov. This recruitment is open to all applicants. Applicants who are current employees of the City of Yucaipa may be considered before other applicants depending on the volume of applications received.

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Administrative Assistant