Description
The City of Visalia is recruiting for the position of Administrative Assistant. Please
click here for the recruitment announcement and more information on this exciting opportunity.
THE DEPARTMENT
The City of Visalia is recruiting for an Administrative Assistant to support one of our dynamic City Departments. Our Departments are dedicated to providing exceptional public service and delivering programs that enhance the quality of life for our community. As an Administrative Assistant, you'll play a vital role in keeping daily operations running efficiently while supporting leadership, coordinating projects, and serving as a trusted resource for staff and the public.
Examples of Duties
THE POSITION
The Administrative Assistant is responsible for performing a wide variety of advanced administrative, secretarial, and clerical duties in support of a Department Head or management team. This position serves as the organizational backbone of the department, coordinating office operations, managing records, preparing correspondence and reports, scheduling meetings, assisting with payroll, purchasing, budgeting, and personnel functions, and responding to inquiries from employees and the public.
This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Assistant is entrusted with confidential information and is expected to work independently while maintaining a high level of professionalism and customer service. Depending on the assignment, this position may also coordinate special projects, provide support to boards or commissions, and assist with training or supervising clerical staff.
Qualifications / Requirements
THE IDEAL CANDIDATE
The ideal candidate is an organized, detail-oriented professional who thrives in a fast-paced office environment and enjoys supporting a collaborative team. They possess excellent written and verbal communication skills and have the ability to prioritize competing assignments while consistently producing high-quality work.
Successful candidates are proactive problem-solvers who exercise sound judgment, maintain strict confidentiality, and demonstrate professionalism in every interaction. They are comfortable working independently, adapting to changing priorities, and using technology to improve efficiency. Experience preparing reports, maintaining complex records, coordinating administrative processes, and providing exceptional customer service is highly desirable.
Experience And Education
Any combination equivalent to experience and education that could likely provide the required knowledge, skill and abilities is qualifying. A typical way to obtain the knowledge, skill and abilities would be:
- Three years of increasingly responsible administrative and clerical experience.
- Specialized secretarial courses.
Special Requirements
- Type a minimum of 55 corrected words per minute. A typing certificate dated within one year of the filing deadline must be submitted with your application verifying typing speed.
Please Click Here For a Detailed Job Description.
Additional Information
PHYSICAL STANDARDS
Positions in this class are typically situated in a standard office environment resulting in little exposure to the weather and requiring no unusual physical abilities.
SELECTION PROCESS
Application and supplemental materials will be evaluated and applicants who appear to be most qualified will be invited to participate in a job-related interview and/or examination process. Successful candidates may be required to pass a background, physical examination, and/or drug screen.
Compensation And Benefits
The City of Visalia offers a competitive total compensation package that includes:
Monthly Salary: $4,961 - $6,237
CalPERS retirement program
Health, Dental and Vision Insurance
Longevity Pay
Onsite City Health and Wellness Clinic (no out of pocket expenses)
Paid Holidays, Vacation, Sick Leave and much more
Review the Benefits tab for more information.
Community Overview
If work-life balance is important to you, consider living in a thriving community that offers the most affordable housing in California with a typical commute time of less than 20 minutes. With a population of over 146,000, Visalia offers small town charm with metropolitan amenities. Visalia has a world class health care system, our own Sequoia Symphony Orchestra, a flourishing arts community, a minor league baseball team, a downtown convention center, and numerous fine dining establishments.
As the Tulare County seat, Visalia is the principal retail center in the region, and home to several large industrial employers. Visalia has a vibrant downtown district, safe neighborhoods, excellent schools, institutions for higher learning, and low cost of living. The City has many community parks, organized team sports, a municipal golf course and private country club, a multi-sport family-oriented regional sports park, and numerous outdoor and recreational activities.
Located in the heart of California's San Joaquin Valley, Visalia offers easy access to the nearby mountains, national parks, lakes and rivers which provide year-round opportunities for sports and recreation within an hour or less. Visalia was ranked as the top Central Valley community and one of seven California cities in the top 25 of Gallup Sharecare's latest State of American Well Being Index. Our strong sense of community and social well-being keeps Visalians happy, healthy and moving forward. Come discover all Visalia has to offer!
The City of Visalia is an Equal Opportunity Employer.
The provisions of this announcement do not constitute an expressed or implied contract. Any provision contained in the announcement may be modified or revoked without notice. Please refer to the MOU for further information.
Bargaining Unit: Employees in this class are represented by the Northern California Carpenters Regional Council (Group M bargaining unit). This bargaining unit may establish and collect dues for their members' independent from the City of Visalia. Those that elect to join may be required to pay dues per the provisions in the MOU.
Salary Policies: The salary range for the job is stated on the job announcement. Candidates are normally hired at the minimum of the salary range. Salary increases are given based upon employee work performance, up to a maximum of 5% per fiscal year.
Longevity Pay: Association members are eligible for longevity pay based on all years of full-time service with the City of Visalia as a percentage of base wages at the following intervals: 2.0% at 5+ years, 10+ years, 15+ years, and 20+ years.
Bilingual pay of $900 per year, pro-rated on a pay period basis, is available to those who are eligible and qualify.
Communications Training Pay: Communications Operators certified and assigned as “Communications Training Officers” will receive $1,000 per year, prorated and paid bi-weekly as part of regular payroll.
Uniforms and Uniform Allowances: The City shall provide the necessary uniforms and safety equipment needed to perform the job. In lieu of the City providing boots, for those required to wear protective safety footwear, employees will be given an annual boot allowance of $300 for boots and related accessories (laces, insoles, etc.) paid in the pay period that includes July 1st. Group M employees of the police department shall receive a uniform allowance of $800 per year, prorated and paid bi-weekly as part of regular payroll for the maintenance of appropriate uniforms and equipment. Employees working in the following areas of the Police Department that are required to wear a uniform are eligible for uniform allowance: Dispatch, Records, CSO personnel, Property and Evidence, Crime Lab, Duty Officer personnel, Parking Enforcement, and Digital Evidence Technicians.
Holidays: Regular non-shift full-time City employees receive 11 paid holidays and one (1) floating holiday per year. In lieu of holidays, Police shift employees receive 4 hours of compensatory time off and 4 hours of regular pay in the pay period the holiday falls. In addition, shift employees receive one floating holiday in the pay period that includes January 1.
Vacation: Regular full-time employees earn 10 days per year. After 2 years, employees are eligible for 11 days; after 4 years, 14 days; after 9 years, 17 days; and after 16 years, 20 days of vacation per year. Employees are eligible for vacation usage after six (6) months of service. Employees hired from another governmental agency may be entitled to receive years-of-service credit for their vacation accrual rate for such previous employment and applies only to the government agency the employee was employed with immediately prior to employment with the City of Visalia.
Sick Leave: Regular full-time employees earn 96 hours of sick leave per year, accrued per pay period. Employees are eligible for sick leave usage after three (3) months of service.
Annual Sick Leave Buy Back: For employees covered under the Sick Leave I provision of the policy, the City will automatically cash out all sick leave hours over 480 hours at 40% of the employee's base rate of pay.
Administrative Leave: Employees classified as FLSA exempt (not eligible for overtime pay) currently receive 56 hours of administrative leave per calendar year. Any unused administrative leave hours are automatically paid out on the first paycheck in December.
Compensatory Time Off: Regular full-time employees classified as FLSA non-exempt (eligible for overtime pay) currently receive eight (8) hours compensatory time off per calendar year.
Health Insurance: The City provides employee health insurance which includes medical, dental, and vision care. Employee contribution rates are determined by employee's bargaining unit and plan selected. Health benefits are also available for an employee's dependents for an additional contribution rate. Eligibility for health insurance benefits begins on the first of the month after the date of hire. Contribution rates are reviewed for adjustment annually.
Life Insurance: The City pays the premium for a life insurance and accidental death or dismemberment policy of $30,000. A supplemental life insurance policy may be purchased and paid through payroll deduction. Eligibility for life insurance benefits begins on the first of the month after the date of hire.
Retirement: The City of Visalia is a member of the California Public Employees Retirement System (CalPERS). New employees are covered under the 2% @ 62 plan. [Employees with previous PERS qualifying service (Classic employees) may fall under the 2% @ 60 plan.] Each pay period, the employee pays an employee contribution at the CalPERS established rate. The City pays an employer contribution towards the retirement benefit and employees are responsible for contributing 4% of the employer contribution in addition to the required employee contribution.
Social Security/FICA: City employees are not subject to regular Social Security (FICA) deductions. However, Federal law requires that the Medicare portion of the FICA is deducted.
Section 125: The City offers a voluntary Section 125 program whereby tax-free contributions are put into a trust account and are available for withdrawal with documentation of an unreimbursed healthcare or dependent care expense (i.e. premium, dependent care, medical care).
Long Term Disability: Regular full-time City employees are eligible for disability insurance (up to 2/3 of their salary) in the event they are disabled for more than ninety (90) days. LTD premium cost is paid by the employee.
Worker's Compensation: Full-time and hourly employees who sustain an occupational injury or contract occupational illnesses receive standard Worker's Compensation benefits as prescribed by law.
Other Benefits: The City also offers additional benefits such as an employee assistance program (EAP), a pre-tax deferred compensation plan, education assistance up to $1,500 per fiscal year, as well as a City-sponsored clinic staffed by clinicians 6 days per week available to all full-time employees and covered dependents. Services include general medical care and health and wellness coaching. No deductibles, co-pays, or out-of-pocket expenses.
As a potential applicant, you are about to participate in a series of events collectively called the employment process. Because the goal of the employment process is to obtain the most qualified candidates to fill City positions, examinations are administered to qualified applicants. These examinations are conducted in a variety of ways (written, oral, practical, and/or performance), yet they share a common purpose - to test applicants based upon the knowledge, skills and abilities required to perform the duties and responsibilities of the job.
The employment process occurs in several stages which are described below:
Application: Perspective employees must submit a City of Visalia application and other documents required as outlined in the announcement by the closing time specified on the final filing date. Final filing dates and times are listed on the front of each announcement. Separate original applications must be submitted for each recruitment/position applied for.
Examination: Applicants will be evaluated and applicants who clearly appear to be more qualified in terms of knowledge, skills, and abilities will be invited to take an examination or combination of examinations. Written, practical, oral, and/or performance examination scores, or a pre-determined combined examination score, will determine standing on the eligible list.
Exam Accommodations: If you are most qualified for the job, but need reasonable accommodations to take the exam, contact the Human Resources Division at least five (5) days prior to the exam. We want to work with you to design a fair and effective means by which you can demonstrate your ability to perform the essential functions of this job. Be prepared to furnish proof of the need for accommodation. Such proof should normally be a signed statement on letterhead by a professional who is qualified to make a diagnosis.
Eligible lists: Eligible lists contain names, in descending order of score, of applicants who have obtained passing scores. Eligible lists are maintained for no less than six (6) months and no more than one year unless otherwise determined by Human Resources. The City retains the authority to reestablish an eligible list for a specific job opening when deemed necessary. Separate eligible lists are established for each recruitment.
Selection: A departmental interview is conducted with the top candidates from the eligible list. The number of candidates interviewed depends on the number of vacancies.
Background Review: Depending on the position, prospective employees will be subject to clearing a background investigation which may include, but is not limited to, a reference check, credit check, criminal history review, social security verification, DMV record check, polygraph, and psychological evaluation.
Post Offer Medical Examination: Prior to starting work, all prospective employees are required to take a drug/alcohol screening administered by the City's medical provider and/or pass a medical examination. Candidates are cautioned not to quit or give notice to present employers until the medical examination has been completed and passed.
Probationary Period: Employees appointed to a new position through an open or promotional process are required to serve a twelve (12) month probationary period. Employees appointed to Assistant Communications Operator or Communications Operator positions are required to serve an eighteen (18) month probationary period. An employee may be terminated without recourse for any reason and at any time during the probationary period.
Immigration Law: Prior to employment, applicants will be required to provide proof of U.S. citizenship, alien registration, or authorization to work in the United States at time of appointment, and complete an I-9 form. Failure to do so within three (3) days from date of hire may be cause for termination. Once hired, failure to maintain authorization to work in the United States may be cause for termination of employment.
Driver's License: Some City positions may require possession of a valid California Driver's License. Employees may also be required to submit a DMV printout with proof of automobile insurance as some positions may require the use of your vehicle on the job. Additionally, employees may be required to drive City vehicles or equipment.
Non-Smoking Policy: A non-smoking ordinance adopted by the City provides a smoke-free environment.
Drug-Free Workplace: The City is a drug-free workplace and has adopted a comprehensive substance abuse policy.
Discrimination and Anti-Harassment Policy: A zero-tolerance discrimination and anti-harassment policy adopted by the City provides employees and volunteers with a professional work environment in which they are not exposed to harassment and illegal discrimination of any kind.
The provisions of this announcement do not constitute an expressed or implied contract. Any provisions contained in the announcement may be modified or revoked without notice.
01
Please answer the following questions. The information is required, as it will be used to initially determine minimum qualifications. Resumes will not be accepted in lieu of required supplemental responses. Please do not say “see resume” or your application and supplemental questionnaire will be deemed incomplete. Yes, I acknowledge and agree to this statement.
02
The information provided in your application must support your answers to the supplemental questions. The information you provide will be verified and documentation may be required. Please be honest and as accurate as possible. With the completion of this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may disqualify you from being considered for this position. Yes, I acknowledge and agree to this statement.
03
Describe the types of administrative duties you have been responsible for performing. Include the length of time performed, level of responsibility and independence of your judgment in performing these duties.
04
Describe your customer service experience and give an example of a customer service issue you resolved.
05
Describe an example of a project you were responsible for completing. Include the type of research methods and sources used.
06
Describe your experience with computer applications. Indicate the software applications with which you are proficient and how you have used them.
07
This position requires the ability to type 55 corrected words per minute (CWPM). A typing certificate dated within one year of the filing deadline must be submitted with your application verifying typing speed. Did you attach a typing certificate?
