Senior Administrative Assistant

Administrative Assistant

The current vacancy is in Fleet Services. However, this recruitment will be used to establish an eligibility list to fill vacancies Citywide.

Under general supervision, performs a wide variety of responsible, complex and confidential administrative and secretarial duties for the Department Director and / or senior management staff; plans, organizes, and oversees the operations and functions of the assigned office and provides information and assistance to the Department, other departments, staff and the general public. Exercises no supervision.

Examples of duties may include, but are not limited to, the following :

• Provides administrative and secretarial support to assigned department or division; plans, organizes and manages administrative assignments;
• Researches, compiles, and organizes information and data from various sources on a variety of specialized topics;
• Reviews processes and procedures and makes organizational or procedural recommendations for changes affecting support activities;
• Interprets and explains regulations, procedures, policies, systems, rules and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others;
• Participates in the development, administration and monitoring of the department's budget;
• Maintains budget, purchasing, personnel, payroll and other records to assist in the management or administration of departmental programs;
• Types, formats, proofreads, and produces final copy of a variety of reports, letters, memoranda, spreadsheets and statistical charts;
• Independently composes letters, memoranda or basic reports from general instructions or information related to assigned responsibilities; arranges for or distribute copies of material;
• Applies specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, forms, records and files;
• Initiates and maintains a variety of files and records for information related to the assigned office, including official resolutions and ordinances;
• Assists with coordinating grant applications and administration of grants;
• Prepares various documents including requests for bids or proposals and administers agreements;
• Provides leadership and guidance to lower level staff;
• Performs special projects and assignments as requested;
• Tracks various items specific to assigned department;
• Serves as initial contact / resource person for the assigned office;
• Maintains calendars of department activities, meetings, and various events; schedules meetings and arranges for necessary materials to be available at meetings;
• Coordinates travel arrangements for department staff as necessary;
• Serves as department liaison to various committees, commissions and task forces; prepares, copies and distribute meeting agendas and related materials, minutes, resolutions or other formal documents;
• Works with information technology to address technical issues within assigned department;
• Receives payments or fees; issues receipts; and maintains records of transaction; and
• Receive other related duties as assigned.

Education : Equivalent to completion of high school diploma; some college level coursework in business administration, public administration, or a related field. For college level coursework obtained outside of the U.S, an official equivalency is required.

Experience : Three years of responsible administrative experience supporting a division or department.

Licenses and Certifications : Possession of, or the ability to obtain and maintain, a valid California driver's license upon appointment.

Special Requirements : Essential functions require the following physical abilities and work environment : Ability to work in a standard office environment; ability to travel to different sites and locations; regularly required to talk or hear; required to sit, stand, and walk, use hands to finger, handle or feel, and reach with hands and arms; occasionally required climb, balance, stoop, kneel, crouch or crawl; and ability to frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds.