DEFINITIONUnder general supervision, provides varied office administrative and clerical support to management, professional, and supervisory staff; compiles, proofreads and prepares reports and correspondence; provides assistance for a wide variety of assignments related to the administration of budgets, contracts, and department services and programs; provides customer service to City staff and the general public; performs related duties as assigned.
IDEAL CANDIDATE
The ideal candidate is a highly organized, detail-oriented administrative professional who performs advanced-level clerical and administrative duties with independence and sound judgment. This individual is fully knowledgeable of departmental procedures and City policies and requires only occasional guidance when addressing new or complex situations. This position will be primarily responsible for supporting and assisting the Public Safety Department with the PCH speed camera pilot program and will review and approve all speed camera citations.
Serve as a trusted support resource to management, Boards and Commissions, staff, and the public, handling sensitive information with discretion and maintaining a high standard of accuracy and professionalism.
Core Competencies
1. Advanced Administrative Expertise
- Demonstrates strong knowledge of office systems, workflows, and municipal procedures
- Independently manage complex administrative assignments and special projects
- Maintains accurate and detailed records with strong quality control practices
- Research discrepancies and resolves issues with minimal supervision
2. Organizational & Time Management Skills
- Effectively manages multiple priorities and deadlines
- Coordinates complex calendars for management, Boards, Commissions, and external stakeholders
- Anticipates scheduling conflicts and proactively resolves them
- Tracks follow-ups and ensures timely completion of assignments
3. Board & Commission Support Proficiency
- Experienced in preparing agenda packets and supporting materials
- Attends meetings and prepares clear, accurate minutes (summary and/or action minutes)
- Understands public meeting requirements and maintains compliance with applicable procedures
- Follows through on action items and Board/Commission directives
4. Communication & Interpersonal Skills
- Exercises discretion and professionalism when interacting with elected officials, management, staff, and the public
- Screens calls and visitors, providing information that requires interpretation of policies, rules, and ordinances
- Drafts detailed correspondence, reports, and confidential documents with minimal direction
- Demonstrates excellent grammar, proofreading, and formatting skills
5. Financial & Budgetary Support
- Processes invoices, bills, and financial documentation accurately and timely
- Maintains purchase orders, expense tracking, and fiscal records
- Assists with budget preparation and monitors expenditures
- May reconcile cash and credit card transactions with accuracy and accountability
6. Technical & Research Capabilities
- Conducts project research and prepares narrative, statistical, and database reports
- Compiles and analyzes information to support departmental operations
- May prepare technical reports, issue permits, or perform specialized work depending on assignment
7. Confidentiality & Professional Judgment
- Handles sensitive and confidential information appropriately
- Demonstrates sound judgment in interpreting policies and procedures
- Recognizes when to elevate issues to management
8. Systems & Technology Proficiency
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Experience with database systems, financial systems, and agenda management software
- Comfortable coordinating virtual meeting platforms and digital file systems
Organizes and carries out administrative assignments and special projects related to assigned area of responsibility.
Performs a wide variety of advanced-level clerical work including maintaining accurate and detailed records, verifying accuracy of information, researching discrepancies, and recording information.
Maintains calendars and coordinates the schedules management staff with those of members of Boards and Commissions, other City management staff, representatives of other organizations, and the public; makes travel arrangements and schedules trainings as required.
Provides a variety of support to City commissions or committees; prepares and distributes agenda packets and reports; attends meetings and prepares minutes; follows up on decisions as required.
Arranges meetings by scheduling rooms or setting up virtual meeting platforms, notifying participants, and arranging for refreshments as appropriate; ensures information is compiled and duplicated; takes and prepares summary or action minutes of such meetings.
Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering, and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchase and maintenance, opening and distributing mail; attending meetings, and serving on various task forces and committees.
Processes bills and invoices for payment; prepares and transmits a variety of financial documents; assists in budget preparation and maintains records of purchase orders, 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.
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, issue permits and perform other technical work related to the department to which assigned.
Prepares detailed and often confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling.
Prepares and updates a variety of periodic and special narrative, accounting, database, and statistical reports.
Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required.
May collect and account for fees and other monies collected and reconcile cash and credit card transactions.
Observes and complies with all City and mandated safety rules, regulations, and protocols.
Performs related duties as required.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
Equivalent to completion of the twelfth (12th) grade, supplemented by college-level coursework or technical training in office management, business administration, or related field.
Experience:
Three (3) years of responsible office administrative and/or clerical experience.
Licenses and Certifications:None.
Knowledge of:
Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
City-wide as well as departmental and divisional administrative procedures, practices, and principles.
Principles and practices of research, data collection, and report preparation.
Business letter writing and the standard format for reports and correspondence.
Records management principles and practices.
Business arithmetic and basic statistical techniques.
Appropriate reception and telephone etiquette.
Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
City and mandated safety rules, regulations and protocols.
Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:Provide varied, confidential, and responsible clerical and office administrative work.
Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions.
Analyze and resolve office administrative and procedural concerns.
Perform research and prepare reports and recommendations.
Compose correspondence and reports independently or from brief instructions.
Establish and maintain records management system for the assigned department.
Make accurate arithmetic and statistical calculations.
Take a proactive approach to customer service issues.
Make process improvement changes to streamline procedures.
Take notes rapidly and accurately transcribe own notes.
Maintain a variety of filing, recordkeeping, and tracking systems.??
Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Prepare clear and concise reports, correspondence, documentation, and other written materials.
Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
