City of Poway : Job Opportunities

Job Title:	ADMINISTRATIVE ASSISTANT III - At-Will, Temporary, On-Call
Salary:	$17.89 - $21.74 Hourly
Job Type:	Part time - temporary
Location:	City of Poway, California

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Description Benefits Supplemental Questions

This is a temporary on-call, vacation relief position. Under direct or general supervision, performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned City department or division(s), including document preparation, records management, and data entry; provides general clerical support on behalf of designated supervisory, managerial, or administrative positions; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs other duties as required. Receives direct or general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.
Key Responsibilities:
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. Performs a wide variety of routine to complex administrative and clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies. Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, and rules in response to inquiries and complaints from the public; directs callers to appropriate City staff; assists the public and directs the public to appropriate locations/staff; represents the City to all callers and visitors in a professional and customer friendly manner. Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area. Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy. Checks and tabulates standard mathematical or statistical data; may summarize such information and prepare periodic reports. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda, including agenda items, bid documents, regulatory submittals, and documents associated with departmental projects; types from rough drafts, verbal instructions, or transcription machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts. Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports. Maintains calendars of activities, meetings, and various events; arranges meetings and makes appointments; provides support to committees such as preparing agendas, materials, and minutes. Receives, codes, logs, schedules, and distributes service requests, work orders, facility reservations and class registrations. Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail. Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in department and/or central files. Coordinates travel arrangements and accommodations for personnel; submits all related paperwork. Coordinates special projects as assigned. Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate other department-specific equipment. Maintains accurate records of work performed. May participate and assist in the administration of the assigned office; may organize and coordinate activities associated with the office; may recommend organizational or procedural changes affecting support activities. May coordinate community outreach and event details, under the direction of assigned management staff. Provides training to lower-level and new staff as required. Performs other duties as assigned.
Minimum Requirements/License or Certificates Required:
Experience: Four years of varied administrative support experience or two years of experience equivalent to Administrative Assistant II in the City of Poway. Education/Training: Equivalent to the completion of the 12^th grade, supplemented by specialized training in business or secretarial science. License or Certificates Required: Valid California class C driver’s license with satisfactory driving record. Typing certificate at 50 words per minute (net). Please note: The City of Poway does not accept online typing certificates, as well as typing certificates provided that do not follow the International Typing Contest Rules. The typing certificate issued must specify the net and gross speed, the number of errors and that the test was a minimum of five minutes. Certificates must specify no more than five errors. Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push and pull materials and objects weighing up to 25 pounds. Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Examination Process:
Applicants will be evaluated on the basis of relevant training and experience. All appointments are subject to the successful completion of a background investigation including LIVESCAN fingerprinting, and will be required to submit verification of the legal right to work in the United States. All employees are required by law to sign a loyalty oath to the United States and the State of California constitution at time of hire.