Administrative Assistant



Job Details

Administrative Assistant

This listing closes on 4/30/2025 at 12:00 PM Pacific Time (US & Canada); Tijuana.

Employer

City of Pinole

Salary

$6,179.00 - $7,510.64 Monthly

Location

The City of Pinole, CA

Job Type

Full Time Regular Appointment, 40 hour workweek

Job Number

2025 (4/14-4/30) PD Admin Ast.

Department

Police Department

Opening Date

04/14/2025

Closing Date

4/30/2025 at 12:00 PM Pacific Time (US & Canada); Tijuana

FLSA

Non-Exempt

Bargaining Unit

LOCAL 1


PPD Patch 8_24.jpeg
Support those who serve - join the City of Pinole 's Police Department as our next Administrative Assistant and make a difference every day!
Applicants meeting the minimum qualifications will be invited to take a virtual exam the week of 5/21 - 5/27 (self-scheduling for your convenience).

The candidate selected for the position must undergo a background investigation.


DEFINITION
Provides varied office administrative and secretarial support to a department manager and related management, professional and supervisory staff; performs technical support work related to the department to which assigned; may provide lead direction to a small office support staff; performs related work as assigned
 
SUPERVISION RECEIVED AND EXERCISED
This classification receives general supervision from an assigned department manager. Position may provide work direction, instruction and/or review to a small office staff on a project or day-to-day basis.
 
CLASS CHARACTERISTICS
This is an administrative office support classification, normally coordinating the office work of a department in addition to personally performing multiple secretarial duties to ensure the efficient service provision of the assigned department. Responsibilities require the frequent use of tact, discretion and independent judgment as well as knowledge of departmental and City activities. The work may have technical aspects, requiring the interpretation and application of policies, procedures and regulations and may involve extensive public contact. The work normally involves regular contact with government officials, board or commission members, representatives of business or community organizations, the public and all levels of City personnel to exchange information and explain administrative policies and procedures. This class is distinguished from other office support classes by the nature, scope and diversity of responsibilities originating at a department level.

EXAMPLES OF DUTIES: 
  • Oversees and ensures that the office administrative functions of the department to which assigned are effectively carried out.
  • Maintains a calendar and coordinates the schedule of the department manager and associated management staff with those of members of boards, commissions and committees, other City management staff, representatives of other organizations and the public; makes travel arrangements as required.
  • Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, processing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings and serving on various task forces and committees.
  • Processes bills and invoices for payment; prepares and transmits a variety of financial documents, including payroll; assists in budget preparation and maintains records of purchase orders, payroll, expense statements and other fiscal transactions.
  • Receives and screens visitors and telephone calls; provides information to City staff, other organizations and the public, requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances.
  • Performs project research and report preparation related to the activities of the department to which assigned; may prepare technical reports and perform other technical work related to the department to which assigned.
  • Prepares detailed and confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting, and correct English usage, including grammar, punctuation and spelling.
  • Prepares and updates a variety of periodic and special narrative, accounting, database and statistical reports.
  • Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones; may operate a two-way radio or other department-specific equipment.
  • Organizes and maintains various administrative, confidential, reference and follow-up files; purges files as required.
  • May provide a variety of support to City commissions or committees; prepares and distributes agenda packets; attends meetings and prepares minutes; follows-up on decisions as required.
  • May collect and account for fees and other monies collected; may issue permits or licenses following standard procedures.
Knowledge of:
  • Basic organization and function of public agencies, including the role of an elected City Council and appointed boards, commissions and committees.
  • Codes, regulations, policies, technical processes and procedures related to the department to which assigned.
  • Standard office administrative and secretarial practices and procedures, including the use of standard office equipment.
  • Business letter writing and the standard format for reports and correspondence.
  • Computer applications related to the work, including word processing, database and spreadsheet applications.
  • Records management and filing principles and practices.
  • Business arithmetic and basic statistical techniques.
  • Techniques for effectively dealing with the public and City staff, in person and over the telephone.
Skill in:
  • Providing varied and responsible secretarial and office administrative work requiring the use of independent judgment, tact, and discretion.
  • Interpreting and implementing policies, procedures, technical processes and computer applications related to the department or organizational unit to which assigned.
  • Analyzing and resolving office administrative and procedural problems.
  • Performing basic research and preparing reports and recommendations.
  • Composing correspondence and reports independently or from brief instructions.
  • Making accurate arithmetic and statistical calculations.
  • Using English effectively to communicate in person, over the telephone and in writing.
  • Using initiative and independent judgment within established policy and procedural guidelines.
  • Organizing own work, coordinating projects, setting priorities, meeting critical deadlines and following-up on assignments with a minimum of direction.
  • Establishing and maintaining effective working relationships with those contacted in the course of the work.
  • Word processing at a net speed of 50 words-per-minute from printed copy.

Minimum Qualifications

Education and Experience: Equivalent to graduation from high school with supplemental business school or applicable college-level course work and three years of responsible office administrative, secretarial and/or general clerical experience.  Experience dealing with the public and working in a public agency setting is desirable. 
 
License and Certification: May require a valid California class C driver's license and a satisfactory driving record; may require certification as a Notary Public.

Working Conditions: Works predominately inside. Must be able to attend off-hours meetings or events or work occasional overtime as required.
 
Physical Demands: Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer; strength and stamina to lift and carry 20 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.

The City of Pinole offers a wide range of benefits. To view our Benefit Package, please visit our Benefit Guidebook.

01
AA: Please select all that apply:
  • I possess the equivalent to graduation from high school with supplemental business school or applicable college-level course work.
  • I have three (3) or more years of responsible office administrative, secretarial and/or general clerical experience.
  • I have experience dealing with the public.
  • I have experience working in a public agency setting.
  • I have experience working in a police department.
  • I possess valid certification for Notary Public.
  • I am bilingual.
  • I have none of the above.
02
Why do you want to work for the City of Pinole?

* Required Question

Employer
City of Pinole
Phone
(510) 741-2966
Website
http://www.pinole.gov
Address
2131 Pear Street

Pinole, California, 94564

Apply

OnlineApplication

Warning! You are using Internet Explorer 8. Some features of the Online Application are not fully supported in this version. Please upgrade to a later version of Internet Explorer for optimal performance.

Loading ...