City of Bakersfield, CA
Administrative Assistant I/II
City of Bakersfield, CA, San Francisco, California, United States, 94199
Salary :
$4,953.17 - $6,021.95 Monthly
Location :
CA, CA
Job Type:
Full-Time
Job Number:
02255
Department:
City Manager's Office
Division:
Administrative
Opening Date:
11/22/2024
Closing Date:
12/6/2024 1:00 PM Pacific
Description
THE POSITIONS:
Under direction, performs difficult, and often sensitive and confidential secretarial and office administrative duties for the City Manager or Department Head; oversees a small group of office support staff in a lead capacity.
Representative Duties
REPRESENTATIVE DUTIES:
The following typical tasks and responsibilities are representative of the position's essential duties. They are descriptive, not limiting.
Essential Duties for Administrative Assistant I/II:
As directed, oversees the work of assigned permanent and temporary staff; assists in establishing goals and objectives for the organizational unit to which assigned; may compile budget figures and assist in administering and monitoring the annual budget; maintains unit personnel records and coordinates the administration of annual performance appraisal process for the unit; may oversee and monitor routine department purchasing functions; researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations; provides information to the public or to City staff that may require the use of judgment and the interpretation of policies, rules or procedures: organizes and maintains departmental files; types correspondence, reports, agendas, forms, and specialized documents from drafts, notes, dictated recordings, or brief instructions, using a personal computer; proofreads and reviews materials for accuracy, completeness, and compliance with policies and regulations; enters and retrieves data and compiles reports from on-line or personal computer systems: attends to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date; receives and screens visitors and telephone calls, providing information which may require sensitivity and use of independent judgment; maintains an executive calendar, coordinating and scheduling meetings, by screening requests, and ensuring effective time management; may sort, prioritize and route incoming mail or determine appropriate action to be taken.Please Click Here for the Full Job Description:
,Minimum Qualifications
MINIMUM QUALIFICATIONS:
Applications will be accepted only from those applicants who clearly demonstrate on the
COMPLETED City Application, Resume, and Supplemental Questionnaire
that they have:
Administrative Assistant I:Graduated from high school or GED equivalent;
ANDFive (5) years of advanced secretarial or office administrative experience, of which one year must be at a department/division secretary or above;
ANDMust be able to pass a background checkAdministrative Assistant II:In addition to the above, must have (1) one additional year in advanced secretarial or office administrative experience, of which one year must be at a department/division-level secretary or above.Highly Desirable Qualifications:
Ability to manage highly confidential and sensitive communications, experience working with senior level executives, experience working directly with department head, vice presidents, C.E.O.'s, etc.
OTHER MINIMUM QUALIFICATIONS:
Full Job Specifications Linked Above.Examination (Weighted: 100%)
EXAMINATION (WEIGHTED: 100%)
Week of December 16, 2024 (Tentative)
The method of examination may include one or more of the following: written exam; oral exam; evaluation of education, training, experience or other qualifications as shown by the application, or by other information submitted, or by the record; questionnaires submitted to references; or any other appropriate measure of fitness. A minimum passing score of 70% is required. NOTE: Admission to the Examination may be limited to those applicants who demonstrate the best combination of qualifications. Applicants possessing the minimum qualifications are not guaranteed admittance to the Examination. Employment applications must be properly completed in accordance with instructions on face of application form. All pertinent information needed to determine that the applicant meets the minimum qualifications must be shown on the Application, Supplemental Questionnaire and certificate (if applicable); otherwise, the application may be rejected. Resumes will not be accepted in lieu of COMPLETED application.
Full Summary of Benefits by Bargaining Unit:
General Supervisory & Management Unit (coming soon)VACATION: Accrual rate is determined by bargaining unit.1-4 years of service: 10 days per year.5-13 years of service: 15 days per year.14+ years of service: 20 days per year.
VACATION - FIRE SAFETY SHIFT PERSONNEL ONLY:1-4 years of service: 4.68 (24-hr. duty shifts)5-15 years of service: 7.02 (24-hr. duty shifts)16+ years of service: 9.36 (24-hr. duty shifts)
HOLIDAYS: 13 paid holidays per year.
SICK LEAVE: Earned at the rate of one working day per month of service to a maximum of 120 days; portions therafter may be convertible.
ADMINISTRATIVE LEAVE: 10 days per year for General Supervisory and Management employees.
INSURANCE: The City and the employee share contributions for premiums for health insurance coverage. The City provides life insurance benefits based on bargaining unit. Visit the website for detailed information (rates and plan information).
RETIREMENT: Benefits are provided by the City's participation in the Public Employee's Retirement System (PERS). 2% @ 62 for new hire Miscellaneous and 2.7% @ 57 for Safety (Fire & Police). Visit the website for additional information.
01
What best describes your level of education?
Master's DegreeBachelor's DegreeAssociate's DegreeHighschool/ GEDNone
02
How many years of advanced secretarial, executive assistant, or office administrative experience do you possess?
6 years or moreMore than 5 years, less than 6 yearsMore than 4 years, less than 5 yearsMore than 3 years, less than 4 yearsMore than 2 years, less than 3 yearsMore than 1 year, less than 2 yearsLess than a yearNone
03
For years listed in #2, please explain your advanced secretarial, executive assistant, or office administrative experience including name and dates of employment.
04
Please describe how you meet the highly desirable qualifications listed on page #1 of the job bulletin.
05
Please select each of the following you have experience in:
Customer ServiceOutlook- Expertise levelExecutive Staff SupportData EntryRegular Travel and accommodation reservationNone
06
Briefly explain your work experience and dates for each selected item in question #5. Do not write " see resume".
07
I understand I must submit a Resume to Human Resources by the filing deadline, in order for my application to be accepted. Resumes may be uploaded with your online application, emailed to AdmHrs@bakersfieldcity.us, submitted to the Human Resources Office, City Hall, 1600 Truxtun Avenue, 1st Floor Bakersfield, CA 93301 or Faxed to (661) 852-2070. The resume must reference the recruitment name and number (i.e. Administrative Assistant I/II #02255) and submitted to the attention of Sandy Duncan.
YesNo
08
I understand that all future correspondence from the City with regards to this recruitment, will be via e-mail provided on my application. Please keep your contact information up-to-date and ensure that your e-mail spam filter allows you to receive messages from HumanResources@bakersfieldcity.us.Note: All City examination notices are also available via your Government Jobs profile.
YesNo
Required Question
$4,953.17 - $6,021.95 Monthly
Location :
CA, CA
Job Type:
Full-Time
Job Number:
02255
Department:
City Manager's Office
Division:
Administrative
Opening Date:
11/22/2024
Closing Date:
12/6/2024 1:00 PM Pacific
Description
THE POSITIONS:
Under direction, performs difficult, and often sensitive and confidential secretarial and office administrative duties for the City Manager or Department Head; oversees a small group of office support staff in a lead capacity.
Representative Duties
REPRESENTATIVE DUTIES:
The following typical tasks and responsibilities are representative of the position's essential duties. They are descriptive, not limiting.
Essential Duties for Administrative Assistant I/II:
As directed, oversees the work of assigned permanent and temporary staff; assists in establishing goals and objectives for the organizational unit to which assigned; may compile budget figures and assist in administering and monitoring the annual budget; maintains unit personnel records and coordinates the administration of annual performance appraisal process for the unit; may oversee and monitor routine department purchasing functions; researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations; provides information to the public or to City staff that may require the use of judgment and the interpretation of policies, rules or procedures: organizes and maintains departmental files; types correspondence, reports, agendas, forms, and specialized documents from drafts, notes, dictated recordings, or brief instructions, using a personal computer; proofreads and reviews materials for accuracy, completeness, and compliance with policies and regulations; enters and retrieves data and compiles reports from on-line or personal computer systems: attends to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date; receives and screens visitors and telephone calls, providing information which may require sensitivity and use of independent judgment; maintains an executive calendar, coordinating and scheduling meetings, by screening requests, and ensuring effective time management; may sort, prioritize and route incoming mail or determine appropriate action to be taken.Please Click Here for the Full Job Description:
,Minimum Qualifications
MINIMUM QUALIFICATIONS:
Applications will be accepted only from those applicants who clearly demonstrate on the
COMPLETED City Application, Resume, and Supplemental Questionnaire
that they have:
Administrative Assistant I:Graduated from high school or GED equivalent;
ANDFive (5) years of advanced secretarial or office administrative experience, of which one year must be at a department/division secretary or above;
ANDMust be able to pass a background checkAdministrative Assistant II:In addition to the above, must have (1) one additional year in advanced secretarial or office administrative experience, of which one year must be at a department/division-level secretary or above.Highly Desirable Qualifications:
Ability to manage highly confidential and sensitive communications, experience working with senior level executives, experience working directly with department head, vice presidents, C.E.O.'s, etc.
OTHER MINIMUM QUALIFICATIONS:
Full Job Specifications Linked Above.Examination (Weighted: 100%)
EXAMINATION (WEIGHTED: 100%)
Week of December 16, 2024 (Tentative)
The method of examination may include one or more of the following: written exam; oral exam; evaluation of education, training, experience or other qualifications as shown by the application, or by other information submitted, or by the record; questionnaires submitted to references; or any other appropriate measure of fitness. A minimum passing score of 70% is required. NOTE: Admission to the Examination may be limited to those applicants who demonstrate the best combination of qualifications. Applicants possessing the minimum qualifications are not guaranteed admittance to the Examination. Employment applications must be properly completed in accordance with instructions on face of application form. All pertinent information needed to determine that the applicant meets the minimum qualifications must be shown on the Application, Supplemental Questionnaire and certificate (if applicable); otherwise, the application may be rejected. Resumes will not be accepted in lieu of COMPLETED application.
Full Summary of Benefits by Bargaining Unit:
General Supervisory & Management Unit (coming soon)VACATION: Accrual rate is determined by bargaining unit.1-4 years of service: 10 days per year.5-13 years of service: 15 days per year.14+ years of service: 20 days per year.
VACATION - FIRE SAFETY SHIFT PERSONNEL ONLY:1-4 years of service: 4.68 (24-hr. duty shifts)5-15 years of service: 7.02 (24-hr. duty shifts)16+ years of service: 9.36 (24-hr. duty shifts)
HOLIDAYS: 13 paid holidays per year.
SICK LEAVE: Earned at the rate of one working day per month of service to a maximum of 120 days; portions therafter may be convertible.
ADMINISTRATIVE LEAVE: 10 days per year for General Supervisory and Management employees.
INSURANCE: The City and the employee share contributions for premiums for health insurance coverage. The City provides life insurance benefits based on bargaining unit. Visit the website for detailed information (rates and plan information).
RETIREMENT: Benefits are provided by the City's participation in the Public Employee's Retirement System (PERS). 2% @ 62 for new hire Miscellaneous and 2.7% @ 57 for Safety (Fire & Police). Visit the website for additional information.
01
What best describes your level of education?
Master's DegreeBachelor's DegreeAssociate's DegreeHighschool/ GEDNone
02
How many years of advanced secretarial, executive assistant, or office administrative experience do you possess?
6 years or moreMore than 5 years, less than 6 yearsMore than 4 years, less than 5 yearsMore than 3 years, less than 4 yearsMore than 2 years, less than 3 yearsMore than 1 year, less than 2 yearsLess than a yearNone
03
For years listed in #2, please explain your advanced secretarial, executive assistant, or office administrative experience including name and dates of employment.
04
Please describe how you meet the highly desirable qualifications listed on page #1 of the job bulletin.
05
Please select each of the following you have experience in:
Customer ServiceOutlook- Expertise levelExecutive Staff SupportData EntryRegular Travel and accommodation reservationNone
06
Briefly explain your work experience and dates for each selected item in question #5. Do not write " see resume".
07
I understand I must submit a Resume to Human Resources by the filing deadline, in order for my application to be accepted. Resumes may be uploaded with your online application, emailed to AdmHrs@bakersfieldcity.us, submitted to the Human Resources Office, City Hall, 1600 Truxtun Avenue, 1st Floor Bakersfield, CA 93301 or Faxed to (661) 852-2070. The resume must reference the recruitment name and number (i.e. Administrative Assistant I/II #02255) and submitted to the attention of Sandy Duncan.
YesNo
08
I understand that all future correspondence from the City with regards to this recruitment, will be via e-mail provided on my application. Please keep your contact information up-to-date and ensure that your e-mail spam filter allows you to receive messages from HumanResources@bakersfieldcity.us.Note: All City examination notices are also available via your Government Jobs profile.
YesNo
Required Question