City of Rialto, CA
City of Rialto, CA is hiring: Administrative Assistant in Rialto
City of Rialto, CA, Rialto, CA, United States
Salary : $54,612.00 - $73,176.00 Annually
Location : Rialto, CA
Job Type: Full-Time
Job Number: 24-072
Department: COMMUNITY DEVELOPMENT BUILDING SERVICES
Opening Date: 11/13/2024
Closing Date: 11/27/2024 11:59 PM Pacific
Classification Definition
DEFINITION
To provide office administrative and secretarial support to assigned department or division manager or supervisor; to maintain various records and files; to oversee the daily operations of assigned department or division office; and to perform a variety of administrative and secretarial duties relative to assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from higher level management or supervisory staff.
Essential Duties and Responsiblities
ESSENTIAL AND MARGINAL FUNCTION STATEMENTSEssential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
1. Provides responsible administrative and secretarial support to assigned department or division manager or supervisory staff; oversees daily operations of assigned division office.
2. Screens office visitors and telephone callers; provides front counter assistance to the public; responds to and resolves complaints and requests for information on regulations, procedures and rules in assigned division.
3. Receives, sorts, opens and distributes division mail to appropriate staff; maintains logs of mail received for assigned supervisory staff.
4. Types and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft, dictaphone or verbal instruction; takes and transcribes dictation; composes correspondence for review and signature of management staff.
5. Maintains a calendar of activities, meetings and various events for the assigned division; makes travel arrangements; coordinates meetings and activities with other City departments, the public and outside agencies.
6. Provides word processing support to assigned division; ensures all documents conform to format and standards.
7. Maintains and orders office supplies; prepares purchase orders; receives invoices and checks for accuracy; processes payments.
8. Provides support in the administration of the assigned division budget; processes purchase requisitions and purchase orders; submits to management staff for review and approval; monitors expenditures; participates in grants administration activities.
9. Maintains, develops and implements division filing systems and records; modifies systems as appropriate.
10. Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing.
11. Collects and compiles data to draft and produce a variety of reports and correspondence.
12. Performs data entry and file maintenance for time sheets and related payroll documents in assigned division; enters data into centralized computer systems; verifies data; transmits to centralized payroll location; maintains accurate records and time sheets.
13. As assigned, may provide administrative support to a variety of meetings including commission meetings; attends meetings; prepares and compiles agenda and agenda packets; disseminates information as appropriate.
Minimum Qualifications
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of administrative support or secretarial experience. Type at a net speed of 45 wpm. A typing certificate from an accredited school or agency must be submitted with your online application to be considered (dated no later than one year from closing date). Note: Online typing certificates will NOT be accepted.
Training:
High School diploma or equivalent supplemented by specialized secretarial training. Type at a net speed of 45 wpm.
Knowledge of:
General office administration and secretarial practices and procedures.
Business letter writing and basic report preparation techniques.
Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
Principles and procedures of record keeping.
Mathematical principles.
English usage, spelling, grammar and punctuation.
Pertinent Federal, State and local laws, codes and regulations.
Ability to:
Perform office administrative and secretarial support services to assigned division management and supervisory staff.
Type at a speed necessary for successful job performance.
Prepare clear and concise reports.
Operate office equipment including computers and supporting word processing and spreadsheet applications.
Interpret, explain and enforce division policies and procedures.
Perform secretarial work involving the use of independent judgment and personal initiative.
Prepare correspondence and memoranda.
Work independently in the absence of supervision.
Maintain confidential records and reports.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Supplemental Information
Application Procedure:A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at www.yourrialto.com. All other employment inquiries can be directed to The City of Rialto, Human Resources Department. 246 S. Willow, Rialto, CA 92376. Telephone: (909) 820-2540.Selection Process: Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting. Veterans Preference Credit Eligibility:Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit. For more information, please see the City's E-Verify:The City of Rialto is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.
Please Note: If you have a health or medical condition or a sincerely held religious belief that may require that the City provide you with an accommodation in either the selection process or the performance of your duties, please notify Human Resources in writing when you submit your application.
This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
RETIREMENT
The California Public Employees' Pension Reform Act (PEPRA), which took effect in January 2013, changes the way CalPERS retirement and health benefits are applied, and places compensation limits on members. The greatest impact is felt by new CalPERS members.
As defined by the PEPRA, a new member includes:
-A member who joined CalPERS prior to January 1, 2013, who, on or after January 1, 2013, is hired by a different CalPERS employer following a break in service of more than six months.
-A new hire who joined CalPERS for the first time on or after January 1, 2013, and who has no prior membership in another California public retirement system.
-A new hire who joins CalPERS for the first time on or after January 1, 2013, and who was a member of another California public retirement system prior to that date, but who is not subject to reciprocity upon joining CalPERS.
All members who don't fall into the definitions above are considered classic members. Classic members will retain the existing benefit enrollment levels for future service with the same employer.
According to the Rialto City Employees Association (RCEA) Memorandum of Understanding, in addition to the monthly salary, the City offers:
CAFETERIA PLAN The City's Contribution to the Cafeteria Plan to go towards the employee's contributions for health, vision, and dental insurance premiums will be one thousand eight hundred dollars ($1,800) per month. Employees hired on or after 11/14/2018 shall be provided one thousand eight hundred dollars ($1,800) per month, but there shall be no cash back to the employee for any amount not used. Opt out for new hire employees (on or after 11/14/2018) shall be limited to a $200 per month for not electing City medical insurance.
LIFE INSURANCE provides a $75,000 double indemnity policy for employee plus dependent coverage ($10,000 for spouse and $5,000 dependent children).
MERIT RAISES may be received in the form of salary increases seven times within or in six years with the attainment of satisfactory work performance.
BILINGUAL PAY is paid at the rate of $100 per period for employees who successfully pass the bilingual proficiency examination for Spanish.
EDUCATIONAL INCENTIVE An employee who has completed the probationary period and has attained college degrees will receive an increase to their pay as follows:
Associate's Degree: Three percent (3%) of base salary
Bachelor's Degree: Five percent (5%) of base salary
Master's Degree: Seven point five percent (7.5%) of base salary
Please note, these educational incentives are not cumulative.
TUITION REIMBURSEMENT Employees can receive up to $2,500 per fiscal year.
VACATION is earned at the biweekly rate of six (6) hours for the first through fourth years.
SICK LEAVE is accumulated at the rate of 4.62 hours per period (120 hours per year) with no maximum amount of accumulation.
SPORTS CENTER Employees, employees' spouses, retirees, and retirees' spouses shall be allowed free use of the Rialto Fitness Center during normal operating hours as long as the City has managerial control of the facility. Employees, employees' spouses, retirees, and retirees' spouses shall adhere to the same regulations regarding reservations and the use and care of the facilities as the general public.
DEFERRED COMPENSATION is available to those employees who wish to supplement their retirement income. Money may be deducted from their checks and placed in a security plan without paying taxes on the amount until it is withdrawn. Employees with 5-9 years of City service the City contributes $300/month on the employee's behalf. Employees with 10+ years of City service the City contributes $600/month on the employee's behalf.
EMERGENCY SERVICE: All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.
01
Do you meet the requirement of completion of the twelfth grade or equivalent?
02
Do you have (3) years of administrative support or secretarial experience?
03
Please describe your administrative support or secretarial experience. Enter N/A if no experience.
04
I have attached a typing certificate from an accredited school or agency (no online typing certificates will be accepted) with a net speed of 45 wpm.
05
Have you ever worked for a public sector or government agency?
06
Do you possess a valid California Driver's license?
07
How many years of Government experience do you posses?
08
Do you have any construction experience?
Required Question
Location : Rialto, CA
Job Type: Full-Time
Job Number: 24-072
Department: COMMUNITY DEVELOPMENT BUILDING SERVICES
Opening Date: 11/13/2024
Closing Date: 11/27/2024 11:59 PM Pacific
Classification Definition
DEFINITION
To provide office administrative and secretarial support to assigned department or division manager or supervisor; to maintain various records and files; to oversee the daily operations of assigned department or division office; and to perform a variety of administrative and secretarial duties relative to assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from higher level management or supervisory staff.
Essential Duties and Responsiblities
ESSENTIAL AND MARGINAL FUNCTION STATEMENTSEssential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
1. Provides responsible administrative and secretarial support to assigned department or division manager or supervisory staff; oversees daily operations of assigned division office.
2. Screens office visitors and telephone callers; provides front counter assistance to the public; responds to and resolves complaints and requests for information on regulations, procedures and rules in assigned division.
3. Receives, sorts, opens and distributes division mail to appropriate staff; maintains logs of mail received for assigned supervisory staff.
4. Types and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft, dictaphone or verbal instruction; takes and transcribes dictation; composes correspondence for review and signature of management staff.
5. Maintains a calendar of activities, meetings and various events for the assigned division; makes travel arrangements; coordinates meetings and activities with other City departments, the public and outside agencies.
6. Provides word processing support to assigned division; ensures all documents conform to format and standards.
7. Maintains and orders office supplies; prepares purchase orders; receives invoices and checks for accuracy; processes payments.
8. Provides support in the administration of the assigned division budget; processes purchase requisitions and purchase orders; submits to management staff for review and approval; monitors expenditures; participates in grants administration activities.
9. Maintains, develops and implements division filing systems and records; modifies systems as appropriate.
10. Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing.
11. Collects and compiles data to draft and produce a variety of reports and correspondence.
12. Performs data entry and file maintenance for time sheets and related payroll documents in assigned division; enters data into centralized computer systems; verifies data; transmits to centralized payroll location; maintains accurate records and time sheets.
13. As assigned, may provide administrative support to a variety of meetings including commission meetings; attends meetings; prepares and compiles agenda and agenda packets; disseminates information as appropriate.
Minimum Qualifications
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of administrative support or secretarial experience. Type at a net speed of 45 wpm. A typing certificate from an accredited school or agency must be submitted with your online application to be considered (dated no later than one year from closing date). Note: Online typing certificates will NOT be accepted.
Training:
High School diploma or equivalent supplemented by specialized secretarial training. Type at a net speed of 45 wpm.
Knowledge of:
General office administration and secretarial practices and procedures.
Business letter writing and basic report preparation techniques.
Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
Principles and procedures of record keeping.
Mathematical principles.
English usage, spelling, grammar and punctuation.
Pertinent Federal, State and local laws, codes and regulations.
Ability to:
Perform office administrative and secretarial support services to assigned division management and supervisory staff.
Type at a speed necessary for successful job performance.
Prepare clear and concise reports.
Operate office equipment including computers and supporting word processing and spreadsheet applications.
Interpret, explain and enforce division policies and procedures.
Perform secretarial work involving the use of independent judgment and personal initiative.
Prepare correspondence and memoranda.
Work independently in the absence of supervision.
Maintain confidential records and reports.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Supplemental Information
Application Procedure:A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at www.yourrialto.com. All other employment inquiries can be directed to The City of Rialto, Human Resources Department. 246 S. Willow, Rialto, CA 92376. Telephone: (909) 820-2540.Selection Process: Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting. Veterans Preference Credit Eligibility:Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit. For more information, please see the City's E-Verify:The City of Rialto is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.
Please Note: If you have a health or medical condition or a sincerely held religious belief that may require that the City provide you with an accommodation in either the selection process or the performance of your duties, please notify Human Resources in writing when you submit your application.
This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
RETIREMENT
The California Public Employees' Pension Reform Act (PEPRA), which took effect in January 2013, changes the way CalPERS retirement and health benefits are applied, and places compensation limits on members. The greatest impact is felt by new CalPERS members.
As defined by the PEPRA, a new member includes:
-A member who joined CalPERS prior to January 1, 2013, who, on or after January 1, 2013, is hired by a different CalPERS employer following a break in service of more than six months.
-A new hire who joined CalPERS for the first time on or after January 1, 2013, and who has no prior membership in another California public retirement system.
-A new hire who joins CalPERS for the first time on or after January 1, 2013, and who was a member of another California public retirement system prior to that date, but who is not subject to reciprocity upon joining CalPERS.
All members who don't fall into the definitions above are considered classic members. Classic members will retain the existing benefit enrollment levels for future service with the same employer.
According to the Rialto City Employees Association (RCEA) Memorandum of Understanding, in addition to the monthly salary, the City offers:
CAFETERIA PLAN The City's Contribution to the Cafeteria Plan to go towards the employee's contributions for health, vision, and dental insurance premiums will be one thousand eight hundred dollars ($1,800) per month. Employees hired on or after 11/14/2018 shall be provided one thousand eight hundred dollars ($1,800) per month, but there shall be no cash back to the employee for any amount not used. Opt out for new hire employees (on or after 11/14/2018) shall be limited to a $200 per month for not electing City medical insurance.
LIFE INSURANCE provides a $75,000 double indemnity policy for employee plus dependent coverage ($10,000 for spouse and $5,000 dependent children).
MERIT RAISES may be received in the form of salary increases seven times within or in six years with the attainment of satisfactory work performance.
BILINGUAL PAY is paid at the rate of $100 per period for employees who successfully pass the bilingual proficiency examination for Spanish.
EDUCATIONAL INCENTIVE An employee who has completed the probationary period and has attained college degrees will receive an increase to their pay as follows:
Associate's Degree: Three percent (3%) of base salary
Bachelor's Degree: Five percent (5%) of base salary
Master's Degree: Seven point five percent (7.5%) of base salary
Please note, these educational incentives are not cumulative.
TUITION REIMBURSEMENT Employees can receive up to $2,500 per fiscal year.
VACATION is earned at the biweekly rate of six (6) hours for the first through fourth years.
SICK LEAVE is accumulated at the rate of 4.62 hours per period (120 hours per year) with no maximum amount of accumulation.
SPORTS CENTER Employees, employees' spouses, retirees, and retirees' spouses shall be allowed free use of the Rialto Fitness Center during normal operating hours as long as the City has managerial control of the facility. Employees, employees' spouses, retirees, and retirees' spouses shall adhere to the same regulations regarding reservations and the use and care of the facilities as the general public.
DEFERRED COMPENSATION is available to those employees who wish to supplement their retirement income. Money may be deducted from their checks and placed in a security plan without paying taxes on the amount until it is withdrawn. Employees with 5-9 years of City service the City contributes $300/month on the employee's behalf. Employees with 10+ years of City service the City contributes $600/month on the employee's behalf.
EMERGENCY SERVICE: All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.
01
Do you meet the requirement of completion of the twelfth grade or equivalent?
- YES
- NO
02
Do you have (3) years of administrative support or secretarial experience?
- YES
- NO
03
Please describe your administrative support or secretarial experience. Enter N/A if no experience.
04
I have attached a typing certificate from an accredited school or agency (no online typing certificates will be accepted) with a net speed of 45 wpm.
- YES
- NO
05
Have you ever worked for a public sector or government agency?
- YES
- NO
06
Do you possess a valid California Driver's license?
- YES
- NO
07
How many years of Government experience do you posses?
- 0-1 year
- 1-2 years
- 2 years or more
08
Do you have any construction experience?
- YES
- NO
Required Question