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ADMINISTRATIVE ASSISTANT I/II – JOB POSTING The City of Ojai Public Works Department is seeking an Administrative Assistant I or II with strong technical and customer service skills to be part of the Public Works team. DEFINITION Under general supervision (Administrative Assistant I) or direction (Administrative Assistant II), to perform a wide variety of tasks in providing professional administrative support, in conducting specific analyses, and in coordinating a wide range of municipal programs, operations, and services; and to serve as a program specialist. DISTINGUISHING CHARACTERISTICS Administrative Assistant I –This is the entry level in the class series. Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class is often used as a training class, employees may have only limited or no directly related work experience. Administrative Assistant II –This is the full journey level in the class series. Positions at this level are distinguished from the Level I by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and positions at Level II are normally filled by advancement from Level I requiring three years of experience and successful performance. When filled from the outside, the employee is required to have prior related experience which allows the employee to meet the qualification standards for the II level. SUPERVISION EXERCISED Administrative Assistant I Exercises no supervision. Administrative Assistant II May exercise technical and functional supervision over lower level staff. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Interpret regulations, policies, and procedures; make decision involving independent judgement and requiring specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision. Collect and compile material for review and analysis; provide recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and or approvals. Participate and assist in the administration of the assigned office; supervise, organize, and manage all office activities associated with the office; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms. Relieve Department Head of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies. Assist in the preparation and monitoring of assigned budgets including compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity. Serve as a primary resource and information source regarding department and program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary. Organize the flow of communication through the assigned office in an efficient and effective manner with City staff, the general public, businesses, and other agencies. Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations. Direct, coordinate and review the work plan for assigned staff; meet with staff to identify and resolve problems; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Assist in a variety of department and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff. Initiate and maintain a variety of files and records for information related to the assigned department and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials. Operate modern office machines and equipment including word processors, typewriters, printers, copiers, calculators, radio, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications. Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Administrative Assistant I Knowledge of: Office management principles. Accounting and bookkeeping principles and practices. Modern office procedures, methods, and equipment including computer equipment and applicable software programs. English usage, spelling, vocabulary, grammar, and punctuation. Principles and practices of business letter writing. Principles and procedures of record keeping. Principles and techniques used in dealing with the public. Word processing methods, techniques, and programs including spreadsheet and data base applications. Procedures used in minute taking and preparation. Mathematical principles. Safe driving principles and practices. Ability to: Operate modern office equipment including computer equipment and software. Type at a speed of 60 words per minute and enter data at a speed necessary for successful job performance. Transcribe recorded minutes. Operate a motor vehicle safely. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. Work cooperatively with other departments, divisions, City officials and outside agencies. Maintain confidential data and information. Independently prepare correspondence, memoranda, and minutes of meetings. Perform mathematical computations quickly and accurately. Plan and organize work to meet schedules and timelines. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. Communicate clearly and concisely, both orally and in writing. Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications : Experience: Three years of responsible administrative experience. Education: Bachelor’s degree from an accredited college or university with major course work in business administration, public administration, or a related field, preferred. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver’s license. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, and lift 25 lbs.; ability to travel to different sites and locations. Administrative Assistant II In addition to the qualifications for Administrative Assistant I: Knowledge of: Principles and practices of budget development and administration. Principles and practices of fiscal, statistical, and administrative data collection and report preparation. Pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures. Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs. Ability to: Interpret and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures. Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports. Compile, tabulate, and analyze data and information and prepare summaries and reports. Develop operating procedures to implement programs and policies. Read, understand, apply, and explain technical policies and procedural requirements. Work under limited supervision within a broad framework of standard policies and procedures. Use independent judgment, initiative, and good human relations and problem solving skills in the application and follow through on decisions. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Respond to questions from the public and City personnel regarding policies and procedures for the assigned area. Minimum Qualifications : Experience: Three years of experience as an Administrative Assistant I , or equivalent. Education: Bachelor’s degree from an accredited college or university with major course work in business administration, public administration, or a related field. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver’s license. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, and lift 25 lbs.; ability to travel to different sites and locations. Benefits Salary: Administrative Assistant I – $29.23 – $35.51 p/h; Administrative Assistant II – $32.25 – $39.20 p/h Deferred Comp: ICMA; City matches lesser of 3% of salary or $200/month. Retirement: City participates in California Public Employee Retirement System (PERS) and Social Security. Health, Dental, Vision, Disability: Participation in PERS health plans; City pays 100% employee and 80% of dependent premium up to PERS Choice rate; City pays 100% of employee premium for dental and vision. City paid short- and long-term disability and life insurance. Holidays: 13 Holidays Vacation: Initial 88 hours per year with subsequent additions for longevity. Sick Leave: 96.0 hours per year. Life Insurance: City paid, $30,000 Life plus ADD Post-Employment Benefits Program: Employees hired after Nov. 1, 2010, who work 10 years continuously and retire from the City, will be eligible to participate in the CalPERS health plans after retirement; City pays the “Employer Minimum Contribution” toward the retirees’ premium. Disaster Service Worker: In accordance with Government Code Section 3100, City of Ojai Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly The City of Ojai is an Equal Opportunity/ADA Employer. This recruitment will remain open until Monday, August 19, 2024, at 5:00 PM PST, but may close at any time without notice. Applicants are encouraged to submit applications as soon as possible. Facsimiles, electronic mail, and photocopies not be accepted. Job Posted by ApplicantPro
