City of Oakley, CA
Administrative Assistant-City Clerk's Office
City of Oakley, CA, Oakley, California, United States, 94561
Salary:
$30.28 - $36.80 Hourly
Location :
Oakley, CA
Job Type:
Full Time
Job Number:
2024-9
Department/Division:
City Manager
Division:
City Clerk
Opening Date:
10/03/2024
Closing Date:
10/21/2024 2:00 PM Pacific
Description
ADMINISTRATIVE ASSISTANT
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTIONUnder supervision of assigned supervisory or management staff, performs a wide variety of general or specialized office support, clerical, secretarial, and routine administrative and programmatic work in support of assigned department; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; sorts, logs, and maintains a variety of files and records; and assists citizens and the general public and provides information related to specific area of assignment. This is an entry level classification and work is supervised while in progress and fits an established structure or pattern.Examples of Duties
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Duties may include, but are not limited to, the following:
Performs a wide variety of responsible administrative and office support duties for assigned department; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.Returns phone calls, emails; responds to citizen inquiries; provides support to management staff with resident concerns and requests.Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems.Assists the other City staff, the general public, and outside groups and agencies by providing information related to specific program area of assignment; receives office and telephone calls; responds to complaints and requests for information relating to assigned responsibilities; explains programs, policies, and activities; refers callers to appropriate City staff for further assistance as needed.Participates in the collection and compilation of information from various sources on a variety of topics related to assigned departments; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.Performs a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; prepares receipts and balances money received.Makes appointments and maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public and outside agencies; organizes meetings by notifying participants, making room arrangements, and preparing required informational materials; makes travel arrangements as necessary.Types, word processes, and proofreads a variety of documents and forms including general correspondence, reports, and memoranda from rough draft or verbal instruction; disseminates information as appropriate.Compiles, prepares, and enters data into a computer from various sources including accounting, statistical, business license, and related documents; inputs corrections and updates; verifies data for accuracy and completeness.Utilizes various computer applications and software packages; develops, enters data, maintains, and generates reports from a database or network system; designs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.Performs related duties as may be requested by supervisory staff.Duties Specific to City Clerk's Office
Assist the public and City staff by helping to identify records and information relevant to requests; ensures timely response to all requests and communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information; justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.Assists in the preparation of agenda items for City Council and other Public Meetings; assembles and distributes agenda packets; publishes agenda information.Assists in the retention and scanning of City Council minutes, ordinances, resolutions, agreements, and other City documents in compliance with all applicable laws, guidelines, and regulations.Upon qualification, perform as Acting City Clerk during a brief and intermittent absence.Typical Qualifications
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:
Organization, operation, functions, and services of the City and of outside agencies as necessary to assume assigned responsibilities.Office procedures, methods, and equipment including computers and applicable software including applications such as word processing, spreadsheets, and databases.Principles and practices of sound business communication.Principles of business communication both verbal and written and report preparation.Records management principles and procedures including record keeping and filing principles and practices.Basic principles and practices of office administration.Basic accounting and data entry principles and practices.English usage, spelling, grammar, and punctuation.Customer service and public relations methods and techniques.Methods and techniques of proper phone etiquette.Ability to:
Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.Understand, interpret, and apply general administrative and departmental policies and procedures.Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office.Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.Exercise good judgment in maintaining information, records, and reports.Read, understand, and review documents for accuracy and relevant information.Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.Make accurate arithmetic calculations in the receipt of money.
Use applicable office terminology, forms, documents, and procedures in the course of the work.Successfully interact with the public, in person and over the telephone.Operate and use modern office equipment including a computer and various software packages.Type and enter data at a speed necessary for successful job performance.Communicate clearly and concisely, both orally and in writing.Establish and maintain effective working relationships with those contacted in the course of work.
EDUCATION AND EXPERIENCE GUIDELINESAny combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education and Training:
Equivalent to the completion of the twelfth grade.
Experience:
One (1) year of clerical experience preferably involving extensive public contact. Successful experience working in a City Clerk's Office is preferred.
Licenses and Certificates:
Possession of a valid driver's license. Ability to obtain the CMC designation is desirable.Physical Demands & Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. The City will engage in a timely, good faith interactive process to identify reasonable accommodations to enable qualified individuals to perform the essential job functions.
Environment:
Work is performed primarily in a standard office environment with frequent interruptions. At times, the incumbent may be asked to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings and training.
Physical:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.
Vision:
See in the normal visual range with or without correction.
Hearing:
Hear in the normal audio range with or without correction.
The City of Oakley offers a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, commuter benefit, life insurance, long-term disability (if applicable), tuition reimbursement, holidays, vacation, sick leave, and management leave (if applicable).
Regular part-time employees who work an average of 30 hours per week over the course of a fiscal year, receive benefits on a pro-rated basis.
To learn more details, visit our
01
Are you in the process or interested in pursuing the Certified Municipal Clerk designation?
02
What experience do you have with taking minutes of meetings?
03
What have you done in the last year to develop your skills or knowledge in the administrative profession?
Required Question
$30.28 - $36.80 Hourly
Location :
Oakley, CA
Job Type:
Full Time
Job Number:
2024-9
Department/Division:
City Manager
Division:
City Clerk
Opening Date:
10/03/2024
Closing Date:
10/21/2024 2:00 PM Pacific
Description
ADMINISTRATIVE ASSISTANT
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTIONUnder supervision of assigned supervisory or management staff, performs a wide variety of general or specialized office support, clerical, secretarial, and routine administrative and programmatic work in support of assigned department; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; sorts, logs, and maintains a variety of files and records; and assists citizens and the general public and provides information related to specific area of assignment. This is an entry level classification and work is supervised while in progress and fits an established structure or pattern.Examples of Duties
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Duties may include, but are not limited to, the following:
Performs a wide variety of responsible administrative and office support duties for assigned department; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.Returns phone calls, emails; responds to citizen inquiries; provides support to management staff with resident concerns and requests.Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems.Assists the other City staff, the general public, and outside groups and agencies by providing information related to specific program area of assignment; receives office and telephone calls; responds to complaints and requests for information relating to assigned responsibilities; explains programs, policies, and activities; refers callers to appropriate City staff for further assistance as needed.Participates in the collection and compilation of information from various sources on a variety of topics related to assigned departments; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.Performs a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; prepares receipts and balances money received.Makes appointments and maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public and outside agencies; organizes meetings by notifying participants, making room arrangements, and preparing required informational materials; makes travel arrangements as necessary.Types, word processes, and proofreads a variety of documents and forms including general correspondence, reports, and memoranda from rough draft or verbal instruction; disseminates information as appropriate.Compiles, prepares, and enters data into a computer from various sources including accounting, statistical, business license, and related documents; inputs corrections and updates; verifies data for accuracy and completeness.Utilizes various computer applications and software packages; develops, enters data, maintains, and generates reports from a database or network system; designs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.Performs related duties as may be requested by supervisory staff.Duties Specific to City Clerk's Office
Assist the public and City staff by helping to identify records and information relevant to requests; ensures timely response to all requests and communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information; justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.Assists in the preparation of agenda items for City Council and other Public Meetings; assembles and distributes agenda packets; publishes agenda information.Assists in the retention and scanning of City Council minutes, ordinances, resolutions, agreements, and other City documents in compliance with all applicable laws, guidelines, and regulations.Upon qualification, perform as Acting City Clerk during a brief and intermittent absence.Typical Qualifications
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:
Organization, operation, functions, and services of the City and of outside agencies as necessary to assume assigned responsibilities.Office procedures, methods, and equipment including computers and applicable software including applications such as word processing, spreadsheets, and databases.Principles and practices of sound business communication.Principles of business communication both verbal and written and report preparation.Records management principles and procedures including record keeping and filing principles and practices.Basic principles and practices of office administration.Basic accounting and data entry principles and practices.English usage, spelling, grammar, and punctuation.Customer service and public relations methods and techniques.Methods and techniques of proper phone etiquette.Ability to:
Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.Understand, interpret, and apply general administrative and departmental policies and procedures.Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office.Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.Exercise good judgment in maintaining information, records, and reports.Read, understand, and review documents for accuracy and relevant information.Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.Make accurate arithmetic calculations in the receipt of money.
Use applicable office terminology, forms, documents, and procedures in the course of the work.Successfully interact with the public, in person and over the telephone.Operate and use modern office equipment including a computer and various software packages.Type and enter data at a speed necessary for successful job performance.Communicate clearly and concisely, both orally and in writing.Establish and maintain effective working relationships with those contacted in the course of work.
EDUCATION AND EXPERIENCE GUIDELINESAny combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education and Training:
Equivalent to the completion of the twelfth grade.
Experience:
One (1) year of clerical experience preferably involving extensive public contact. Successful experience working in a City Clerk's Office is preferred.
Licenses and Certificates:
Possession of a valid driver's license. Ability to obtain the CMC designation is desirable.Physical Demands & Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. The City will engage in a timely, good faith interactive process to identify reasonable accommodations to enable qualified individuals to perform the essential job functions.
Environment:
Work is performed primarily in a standard office environment with frequent interruptions. At times, the incumbent may be asked to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings and training.
Physical:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.
Vision:
See in the normal visual range with or without correction.
Hearing:
Hear in the normal audio range with or without correction.
The City of Oakley offers a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, commuter benefit, life insurance, long-term disability (if applicable), tuition reimbursement, holidays, vacation, sick leave, and management leave (if applicable).
Regular part-time employees who work an average of 30 hours per week over the course of a fiscal year, receive benefits on a pro-rated basis.
To learn more details, visit our
01
Are you in the process or interested in pursuing the Certified Municipal Clerk designation?
02
What experience do you have with taking minutes of meetings?
03
What have you done in the last year to develop your skills or knowledge in the administrative profession?
Required Question