City of Moreno Valley, CA
Administrative Assistant
City of Moreno Valley, CA, Moreno Valley, California, United States, 92551
Salary :
$56,451.20 - $79,497.60 Annually
Location :
Moreno Valley, CA
Job Type:
Full-time Career
Job Number:
2024-00028
Department:
Community Development Department
Division:
Code & Neighborhood Services
Opening Date:
10/03/2024
Closing Date:
10/17/2024 5:00 PM Pacific
Max Number of Applicants:
200
Description
If you have a passion in serving the residents of Moreno Valley and taking the next step in your career, submit your application today with the City of Moreno Valley!
The Code Enforcement Division of the Community Development Department is now hiring for one (1) full-time career Administrative Assistant.
This position will close at anytime without notice.
*This position is designated as
Non-
Exempt
and is subject to overtime pay requirements under the Fair Labor Standards Act (FLSA).*
THE POSITIONThe Administrative Assistant performs difficult office and administrative support duties; types technical documents and reports; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICSAdministrative Assistants are responsible for independently performing a wide variety of difficult and responsible office and administrative support functions requiring detailed knowledge of City and department rules, policies and procedures. Incumbents use advanced word processing, spreadsheet and graphics skills in the development of technical documents and presentation materials. They may provide general office administrative support services and provide backup to other office clerical and administrative staff. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, understanding and applying complicated information requiring a high degree of accuracy and interacting with and handling routine to non-routine questions, complaints and problems based on knowledge gained through experience.
Administrative Assistant is distinguished from Senior Office Assistant in that incumbents in the former class perform a variety of significant, difficult administrative and office support functions with moderate direction and supervision, in addition to providing general clerical support.
ABOUT THE COMMUNITY DEVELOPMENT DEPARTMENT
The Community Development Department (CDD) provides a variety of development, business and property owner services. CDD administers development review and project entitlement activities, performs long range planning, and maintains the City's General Plan. The department also performs building plan review, issues various permits and performs inspections for new and altered projects. CDD manages a comprehensive community enhancement program that includes nuisance abatement, and parking control among a host of other services. The department oversees the full-service operations for Animal Services including animal care, adoption, and public safety.THE SELECTION PROCESS
Applicants possessing the
MOST DESIRABLE
qualifications at each level, based on a screening of required application materials, including the completed Supplemental Questionnaire, will be invited to continue in the selection process.The City of Moreno Valley prioritizes and is committed to continuously providing a workplace where equal employment opportunity is afforded to all people.Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Using word processing software, types, composes and revises reports, correspondence, memoranda, agreements, newsletters, schedules, specifications, addendums, requests for proposals, notices, charts, liens, releases, logs, lists, billings, programs, indices, books, manuals, agendas and other specialized documents; types from rough notes, drafts, and brief oral instructions; composes correspondence; data enters information; compiles bids and request for proposal technical specifications and makes arrangements for legal advertisements; assists with bid processes.Performs secretarial functions for department managers, supervisors and staff; answers, screens and directs telephone calls and takes messages; greets and directs visitors; researches requests from City employees or the public; responds to questions, requests for service and complaints from staff and the public and dispatches staff as appropriate; provides detailed, technical information regarding City and department policies and procedures to staff and the public according to established procedures; sets up and maintains master and monthly department and staff calendars; opens, maintains and updates contact lists; reviews, prioritizes and distributes mail; schedules deliveries and pick-ups; coordinates mass mailings; duplicates and files documents, records and materials.Creates, develops, maintains and updates specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of assigned responsibility; designs, develops and maintains spreadsheets requiring data interpretation and manipulation.Researches and compiles data for specialized reports and records; ensures data accuracy; compiles and prepares reports regarding workload indicators.Organizes, maintains and updates confidential subject, project, personnel and specialized technical files, documents and records; creates, maintains and updates filing systems; copies, compiles and distributes reports, documents and other materials; oversees retention of department records and files; downloads, creates and updates electronic and graphic files; performs annual filing audits and purges records in compliance with City records retention schedules.Maintains and updates budget and financial records; assists in preparing the department's annual budget; tracks expenditures and maintains department and program budgets and records; compiles data; processes invoices, encumbrances and requests for payment; assists in preparing and distributing budget books; oversees department use of gas and store credit cards; maintains the department's petty cash and receives requests for reimbursement and dispenses petty cash as needed; sets up and charges contractor and consultant accounts for overtime and re-inspection fees and maintains records.Orders and distributes department supplies; receives and maintains inventory of supplies and equipment; prepares, processes and tracks purchase orders, requisitions and invoices; codes receipts with appropriate budget codes; obtains cardholder signatures, supervisor approvals and approving official signatures and send to Purchasing; researches and recommends products; solicits price quotes; negotiates terms and pricing; establishes annual purchase orders with vendors; oversees vendor accounts and confers with vendors regarding issues; checks deliveries and distributes items to staff; reconciles and processes Cal-Card statements and accounting logs; assists in projecting department equipment and space requirements; coordinates software purchases with Technology Services.Prepares and reviews a variety of personnel and payroll documents; prepares and maintains staff attendance reports and records; prepares, reviews and submits timesheets; processes leave of absence requests; maintains records of employee time-off; issues alarm codes and key cards to staff.Schedules meetings, conferences and appointments for department staff; makes and confirms travel arrangements; submits conference registration; prepares travel and direct pay requests; reconciles travel requests and expenses; prepares itineraries and schedules.Attends and makes arrangements for a variety of meetings as required; assists in organizing, preparing and distributing materials; prepares and processes agendas and action memos; takes and transcribes minutes; sets up meeting rooms; arranges for refreshments.Maintains and makes minor repairs to computers and office equipment; requests periodic maintenance services and repairs to department equipment and facilities; provides technical assistance to staff on computer usage; sets up and installs computer hardware and software as needed; troubleshoots equipment and computer problems as needed.Assists in coordinating department training programs; schedules training sessions and locations; coordinates employee sign-up and registration; maintains program and training records; makes arrangements for training sessions, including coordinating and scheduling reservations for meeting rooms and office equipment and providing refreshments; updates and maintains department and program training logs.OTHER DUTIES
Provides backup for other department or division office administrative support staff.May provide work direction and training to other clerical personnel; monitors workflow and adjusts duties to complete assignments.Attends a variety of meetings, training sessions, task forces and committees as assigned.Processes claims and complaints against the City; compiles information and documents and submits to Legal; processes correspondence for lawsuits and provides copies to Risk Management.Requests, reviews and tracks vendor insurance certificates and forwards to Risk Management for approval.
Typical Qualifications
QUALIFICATIONS
Knowledge of:
Office administrative and management practices and procedures.Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.City organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data.Basic research techniques, methods and procedures.Basic principles and practices of public administration, including budgeting, purchasing and maintenance of public records.Ability to:
Operate a computer, word processing and spreadsheet software and other standard office equipment.Type accurately at a speed necessary to meet the requirements of the position.Organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility.Interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures.Organize, research and maintain complete and extensive office files.Compose correspondence and prepare documents from brief instructions.Communicate clearly and effectively, both orally and in writing.Understand and follow written and oral instructions.Prepare clear, accurate and concise records and reports.Maintain highly sensitive and confidential information.Use a high degree of tact, diplomacy and discretion in dealing with sensitive situations and concerned citizens.Establish and maintain highly effective working relationships with City management, staff, contractors, vendors, external agencies, the public and others encountered in the course of work.Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from graduation from high school or G.E.D. equivalent; and three years of increasingly responsible administrative support or secretarial experience; or an equivalent combination of training and experience.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's vehicle insurance policy.
Supplemental Information
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this job, an employee is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and difficult office administrative problems; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with City management, staff, contractors, vendors, external agencies, the public and others encountered in the course of work.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions, and the noise level is usually quiet.
BENEFITS: For an overview of the City of Moreno Valley's excellent benefit offerings, please click the following link:SELECTION PROCESS:
Following an administrative review of each application, only the most qualified applicants will be invited to an oral interview and/or testing. The successful candidate will be required to pass a medical examination, and to submit original documentation to establish both work authorization and identity (per the Immigration Reform and Control Act of 1986). Criminal background investigations will be conducted, and, in accordance with our Drug Free Workplace Policy, a Drug Screening Test will be required.
The City of Moreno Valley is an EQUAL OPPORTUNITY EMPLOYER. For further information regarding this position, contact the Human Resources Department at (951) 413-3045.
The provisions of this job announcement do not constitute an expressed or implied contract.
01
Do you have a valid California driver's license and the ability to maintain insurability under the City's vehicle insurance policy?
YesNo
02
Please Indicate the highest level of education you have completed.
Less than High School Diploma or GEDHigh School Diploma or GEDSome college coursework completed (less than 59 semester units or less than 89 quarter units)Associate's Degree (at least 60 semester units or 90 quarter units)Bachelor's Degree (at least 120 semester units or 180 quarter units)Master's Degree or higher
03
Please indicate the amount of full-time experience you possess performing increasingly responsible administrative support or secretarial experience.
NoneLess than 3 years3 - 4 years5 years or more
04
Please describe your increasingly responsible administrative support or secretarial experience.
05
Please rate your proficiency in using Microsoft Office software.
No experienceBeginnerIntermediateAdvanced
Required Question
$56,451.20 - $79,497.60 Annually
Location :
Moreno Valley, CA
Job Type:
Full-time Career
Job Number:
2024-00028
Department:
Community Development Department
Division:
Code & Neighborhood Services
Opening Date:
10/03/2024
Closing Date:
10/17/2024 5:00 PM Pacific
Max Number of Applicants:
200
Description
If you have a passion in serving the residents of Moreno Valley and taking the next step in your career, submit your application today with the City of Moreno Valley!
The Code Enforcement Division of the Community Development Department is now hiring for one (1) full-time career Administrative Assistant.
This position will close at anytime without notice.
*This position is designated as
Non-
Exempt
and is subject to overtime pay requirements under the Fair Labor Standards Act (FLSA).*
THE POSITIONThe Administrative Assistant performs difficult office and administrative support duties; types technical documents and reports; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICSAdministrative Assistants are responsible for independently performing a wide variety of difficult and responsible office and administrative support functions requiring detailed knowledge of City and department rules, policies and procedures. Incumbents use advanced word processing, spreadsheet and graphics skills in the development of technical documents and presentation materials. They may provide general office administrative support services and provide backup to other office clerical and administrative staff. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, understanding and applying complicated information requiring a high degree of accuracy and interacting with and handling routine to non-routine questions, complaints and problems based on knowledge gained through experience.
Administrative Assistant is distinguished from Senior Office Assistant in that incumbents in the former class perform a variety of significant, difficult administrative and office support functions with moderate direction and supervision, in addition to providing general clerical support.
ABOUT THE COMMUNITY DEVELOPMENT DEPARTMENT
The Community Development Department (CDD) provides a variety of development, business and property owner services. CDD administers development review and project entitlement activities, performs long range planning, and maintains the City's General Plan. The department also performs building plan review, issues various permits and performs inspections for new and altered projects. CDD manages a comprehensive community enhancement program that includes nuisance abatement, and parking control among a host of other services. The department oversees the full-service operations for Animal Services including animal care, adoption, and public safety.THE SELECTION PROCESS
Applicants possessing the
MOST DESIRABLE
qualifications at each level, based on a screening of required application materials, including the completed Supplemental Questionnaire, will be invited to continue in the selection process.The City of Moreno Valley prioritizes and is committed to continuously providing a workplace where equal employment opportunity is afforded to all people.Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Using word processing software, types, composes and revises reports, correspondence, memoranda, agreements, newsletters, schedules, specifications, addendums, requests for proposals, notices, charts, liens, releases, logs, lists, billings, programs, indices, books, manuals, agendas and other specialized documents; types from rough notes, drafts, and brief oral instructions; composes correspondence; data enters information; compiles bids and request for proposal technical specifications and makes arrangements for legal advertisements; assists with bid processes.Performs secretarial functions for department managers, supervisors and staff; answers, screens and directs telephone calls and takes messages; greets and directs visitors; researches requests from City employees or the public; responds to questions, requests for service and complaints from staff and the public and dispatches staff as appropriate; provides detailed, technical information regarding City and department policies and procedures to staff and the public according to established procedures; sets up and maintains master and monthly department and staff calendars; opens, maintains and updates contact lists; reviews, prioritizes and distributes mail; schedules deliveries and pick-ups; coordinates mass mailings; duplicates and files documents, records and materials.Creates, develops, maintains and updates specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of assigned responsibility; designs, develops and maintains spreadsheets requiring data interpretation and manipulation.Researches and compiles data for specialized reports and records; ensures data accuracy; compiles and prepares reports regarding workload indicators.Organizes, maintains and updates confidential subject, project, personnel and specialized technical files, documents and records; creates, maintains and updates filing systems; copies, compiles and distributes reports, documents and other materials; oversees retention of department records and files; downloads, creates and updates electronic and graphic files; performs annual filing audits and purges records in compliance with City records retention schedules.Maintains and updates budget and financial records; assists in preparing the department's annual budget; tracks expenditures and maintains department and program budgets and records; compiles data; processes invoices, encumbrances and requests for payment; assists in preparing and distributing budget books; oversees department use of gas and store credit cards; maintains the department's petty cash and receives requests for reimbursement and dispenses petty cash as needed; sets up and charges contractor and consultant accounts for overtime and re-inspection fees and maintains records.Orders and distributes department supplies; receives and maintains inventory of supplies and equipment; prepares, processes and tracks purchase orders, requisitions and invoices; codes receipts with appropriate budget codes; obtains cardholder signatures, supervisor approvals and approving official signatures and send to Purchasing; researches and recommends products; solicits price quotes; negotiates terms and pricing; establishes annual purchase orders with vendors; oversees vendor accounts and confers with vendors regarding issues; checks deliveries and distributes items to staff; reconciles and processes Cal-Card statements and accounting logs; assists in projecting department equipment and space requirements; coordinates software purchases with Technology Services.Prepares and reviews a variety of personnel and payroll documents; prepares and maintains staff attendance reports and records; prepares, reviews and submits timesheets; processes leave of absence requests; maintains records of employee time-off; issues alarm codes and key cards to staff.Schedules meetings, conferences and appointments for department staff; makes and confirms travel arrangements; submits conference registration; prepares travel and direct pay requests; reconciles travel requests and expenses; prepares itineraries and schedules.Attends and makes arrangements for a variety of meetings as required; assists in organizing, preparing and distributing materials; prepares and processes agendas and action memos; takes and transcribes minutes; sets up meeting rooms; arranges for refreshments.Maintains and makes minor repairs to computers and office equipment; requests periodic maintenance services and repairs to department equipment and facilities; provides technical assistance to staff on computer usage; sets up and installs computer hardware and software as needed; troubleshoots equipment and computer problems as needed.Assists in coordinating department training programs; schedules training sessions and locations; coordinates employee sign-up and registration; maintains program and training records; makes arrangements for training sessions, including coordinating and scheduling reservations for meeting rooms and office equipment and providing refreshments; updates and maintains department and program training logs.OTHER DUTIES
Provides backup for other department or division office administrative support staff.May provide work direction and training to other clerical personnel; monitors workflow and adjusts duties to complete assignments.Attends a variety of meetings, training sessions, task forces and committees as assigned.Processes claims and complaints against the City; compiles information and documents and submits to Legal; processes correspondence for lawsuits and provides copies to Risk Management.Requests, reviews and tracks vendor insurance certificates and forwards to Risk Management for approval.
Typical Qualifications
QUALIFICATIONS
Knowledge of:
Office administrative and management practices and procedures.Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.City organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data.Basic research techniques, methods and procedures.Basic principles and practices of public administration, including budgeting, purchasing and maintenance of public records.Ability to:
Operate a computer, word processing and spreadsheet software and other standard office equipment.Type accurately at a speed necessary to meet the requirements of the position.Organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility.Interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures.Organize, research and maintain complete and extensive office files.Compose correspondence and prepare documents from brief instructions.Communicate clearly and effectively, both orally and in writing.Understand and follow written and oral instructions.Prepare clear, accurate and concise records and reports.Maintain highly sensitive and confidential information.Use a high degree of tact, diplomacy and discretion in dealing with sensitive situations and concerned citizens.Establish and maintain highly effective working relationships with City management, staff, contractors, vendors, external agencies, the public and others encountered in the course of work.Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from graduation from high school or G.E.D. equivalent; and three years of increasingly responsible administrative support or secretarial experience; or an equivalent combination of training and experience.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's vehicle insurance policy.
Supplemental Information
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this job, an employee is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and difficult office administrative problems; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with City management, staff, contractors, vendors, external agencies, the public and others encountered in the course of work.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions, and the noise level is usually quiet.
BENEFITS: For an overview of the City of Moreno Valley's excellent benefit offerings, please click the following link:SELECTION PROCESS:
Following an administrative review of each application, only the most qualified applicants will be invited to an oral interview and/or testing. The successful candidate will be required to pass a medical examination, and to submit original documentation to establish both work authorization and identity (per the Immigration Reform and Control Act of 1986). Criminal background investigations will be conducted, and, in accordance with our Drug Free Workplace Policy, a Drug Screening Test will be required.
The City of Moreno Valley is an EQUAL OPPORTUNITY EMPLOYER. For further information regarding this position, contact the Human Resources Department at (951) 413-3045.
The provisions of this job announcement do not constitute an expressed or implied contract.
01
Do you have a valid California driver's license and the ability to maintain insurability under the City's vehicle insurance policy?
YesNo
02
Please Indicate the highest level of education you have completed.
Less than High School Diploma or GEDHigh School Diploma or GEDSome college coursework completed (less than 59 semester units or less than 89 quarter units)Associate's Degree (at least 60 semester units or 90 quarter units)Bachelor's Degree (at least 120 semester units or 180 quarter units)Master's Degree or higher
03
Please indicate the amount of full-time experience you possess performing increasingly responsible administrative support or secretarial experience.
NoneLess than 3 years3 - 4 years5 years or more
04
Please describe your increasingly responsible administrative support or secretarial experience.
05
Please rate your proficiency in using Microsoft Office software.
No experienceBeginnerIntermediateAdvanced
Required Question