City of Coronado is hiring: Department Administrative Assistant in Coronado

The City of Coronado is Accepting Applications for

Department Administrative Assistant

This is a part-time, temporary (not to exceed 1,000 hours in a fiscal year) position that does not include benefits.

Department:

“To maintain a highly trained, professional organization providing excellent service to our community, region, state, and each other through Duty, Honor, Respect, and Family.”

– Fire Department Mission Statement

The City of Coronado is seeking qualified applicants for the position of Department Administrative Assistant in the Fire Services – Beach Lifeguard Division. A resume will be required in addition to the application.

Essential Job Functions:

• Perform a variety of routine and specialized clerical support work of above average difficulty in support of an assigned program, division, or department.
• Provide front counter coverage, screen office visitors, and provide information within area of assignment; respond to requests for information and distribute appropriate forms, documents, and manuals; post information on the City’s website and/or intranet and bulletin boards.
• Serve as initial contact/resource person for the assigned Division or Department; screen calls, visitors, and mail; respond to complaints and requests for information and assistance; interpret and explain regulations, procedures, policies, systems, and rules in response to inquiries or complaints from the public, City staff, representatives of other organizations, or others; research and gather information to provide accurate answers and information; refer more technical questions or issues to appropriate City staff.
• Initiate and maintain a variety of files and records for information related to the assigned office including official resolutions and ordinances; ensure proper filing of documents in departmental or central files; maintain and update resource materials; sort, distribute and file materials such as correspondence, applications, records, and documents; purge and destroy files according to the City's Records Retention and Destruction Schedule.
• Perform routine clerical accounting duties supporting the processing of payroll.
• Review timecards and other personnel information; assist in preparation of payroll and review information for accuracy and completeness; maintain confidentiality.
• Prepare various promotional flyers, brochures, forms, and newsletters to provide information regarding the assigned area of responsibility.
• Assist in preparing for special events including renting of equipment and coordination with other City departments.
• Type, format, proofread, and produce final copy of a wide variety of correspondence, reports, letters, memoranda, spreadsheets; type from rough draft, verbal instruction, or transcribing recordings; review drafts for punctuation, spelling, and grammar; make or suggest corrections to drafts; independently compose letters, memoranda, or basic reports from general instructions or information related to assigned responsibilities.
• Receive, sort and distribute incoming and outgoing mail and correspondence; copy and distribute as requested; respond to routine correspondence.
• Operate a variety of office equipment including copiers, facsimile machine, projector computer, and related equipment; input and retrieve data and text; organize and maintain storage and filing systems.
• Maintain inventory of forms, office, and other general supplies for assigned department; order supplies as needed.
• Assist in a variety of department operations; perform special projects and assignments.
• Prepare documents for newly hired or separated personnel, file personnel transaction notices, correspondence, and similar records.
• Prepare work orders for building repairs and monitor needed repairs.
• Perform related duties and responsibilities as required.

Minimum Qualifications:

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:

At least one (1) year of responsible clerical support experience.

Education/Training:

Equivalent to the completion of the twelfth grade.

Examination & Selection Process:

Application Review Phase:

A completed City of Coronado employment application, resume, and required certifications must be received by the Human Resources Division by 11:59 PM PST on January 10, 2025. Applications will be reviewed on the basis of relevant education, training, and experience.

Examination Phase:

Applicants considered most qualified after the application review process will be invited to participate in an oral panel interview.

Establishment of Eligibility List:

Candidates who successfully complete the examination process will be placed on the eligibility list for a period of at least six (6) months. Candidates must obtain a 70% or above in all components of the examination to be considered as having passed. Applicants will be notified via email of their eligibility status.

Additional Information:

All appointments are subject to successful completion of a background check and medical examination. All new employees are required to submit verification of legal right to work in the United States. The City of Coronado is an equal opportunity employer (EOE).

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