Description
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WHO WE ARE
:
The City of Arcadia is in search of an Administrative Assistant to join the Development Services Department team. The successful candidate is someone who is interested in Planning and Business License and will prioritize and multi-task with confidence and handle a variety of highly responsible administrative duties in support of the full range of Department functions.
Bring your organization, tact and superb customer service skills to make a difference and serve the community on a team that inspires you to “Go Above and Beyond”.
Bring your organization, tact and superb customer service skills to make a difference and serve the community on a team that inspires you to “Go Above and Beyond”.
The Development Services Department is charged with facilitating responsible development within the City of Arcadia and provides comprehensive land use, business license, economic development, engineering, and transportation services. The Development Services team is dedicated to creating and maintaining safe, sustainable and livable neighborhoods, and thriving commercial districts. Our goal is to provide a positive customer experience for residents, property and business owners, builders, investors and visitors.
KEY QUALITIES
- Reliable and self-motivated
- Positive attitude
- Resourceful
- Excellent interpersonal and communication skills
- Creative and solution-oriented
KEY DATES AND INFORMATION:
Application Deadline:
Open until filled (First review of applications to be conducted on July 25, 2023 or upon receipt of the first 100 applications, whichever occurs first)
Qualifications Appraisal Interview
s:
Week of August 14, 2023 (Tentative)
DEFINITION
Under general supervision, to perform a variety of highly responsible, clerical, secretarial, or administrative duties in support of the assigned department and/or division; to provide word processing and data entry support; to assist in planning, organizing, and coordinating support activities, operations, and functions related to the assigned office; and to provide information and assistance to staff and the general public.
Examples of Duties
DISTINGUISHING CHARACTERISTICS
Positions at this level are distinguished from the Office Assistant level by the performance of the full range of duties as assigned, working independently and exercising judgement and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and positions at the Administrative Assistant level may be filled by advancement from the Office Assistant level with three years of increasingly responsible administrative secretarial experience and meet the flexible staffing procedurals in the Personnel Rules & Regulations. When filled from the outside, the employee is required to have prior related experience, which allows the employee to meet the qualification standards for the Administrative Assistant level.
SUPERVISION EXERCISED
May exercise technical and functional supervision over lower level secretarial and clerical staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Perform a wide variety of clerical work including maintaining records, verifying accuracy of information, and recording information.
Perform a variety of routine bookkeeping duties including posting of prepared data and verification of data entered.
Provide information and forms to staff and the public; collect and process appropriate information; apply departmental and program policies and procedures in determining completeness of applications, records and files; collect and account for monies.
Type, proofread and word process a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda.
Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department information.
Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed.
Maintain detailed calendar of department activities and for assigned staff; arrange interviews, appointments, schedules, conferences, travel arrangements, and itineraries.
Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution; represent the assigned department in meetings and groups as assigned.
Maintain and account for limited office funds including petty cash fund.
Interpret regulations, policies, and procedures; make decision involving independent judgment and requiring specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision.
Collect and compile material for review and analysis; provide recommendations for changes in programs, policy, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and or approvals.
Participate and assist in the administration of the assigned office; supervise, organize, and manage all office activities associated with the office; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms.
Relieve department head of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
Assist in the preparation and monitoring of assigned budgets including to secure purchase orders, process invoices, monitor account balances, perform account transfers, compile annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
Serve as a primary resource and information source regarding department and program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary.
Organize the flow of communication through the assigned office in an efficient and effective manner with City staff, news media, the general public, businesses, and other agencies.
Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations.
Direct, coordinate and review the work plan for assigned staff; meet with staff to identify and resolve problems; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures.
Assist in a variety of department and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned.
Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff.
Initiate and maintain a variety of files and records for information related to the assigned department and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials.
Operate modern office machines and equipment including word processors, typewriters, printers, copiers, calculators, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records.
Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
Positions at this level are distinguished from the Office Assistant level by the performance of the full range of duties as assigned, working independently and exercising judgement and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and positions at the Administrative Assistant level may be filled by advancement from the Office Assistant level with three years of increasingly responsible administrative secretarial experience and meet the flexible staffing procedurals in the Personnel Rules & Regulations. When filled from the outside, the employee is required to have prior related experience, which allows the employee to meet the qualification standards for the Administrative Assistant level.
SUPERVISION EXERCISED
May exercise technical and functional supervision over lower level secretarial and clerical staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Perform a wide variety of clerical work including maintaining records, verifying accuracy of information, and recording information.
Perform a variety of routine bookkeeping duties including posting of prepared data and verification of data entered.
Provide information and forms to staff and the public; collect and process appropriate information; apply departmental and program policies and procedures in determining completeness of applications, records and files; collect and account for monies.
Type, proofread and word process a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda.
Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department information.
Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed.
Maintain detailed calendar of department activities and for assigned staff; arrange interviews, appointments, schedules, conferences, travel arrangements, and itineraries.
Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution; represent the assigned department in meetings and groups as assigned.
Maintain and account for limited office funds including petty cash fund.
Interpret regulations, policies, and procedures; make decision involving independent judgment and requiring specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision.
Collect and compile material for review and analysis; provide recommendations for changes in programs, policy, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and or approvals.
Participate and assist in the administration of the assigned office; supervise, organize, and manage all office activities associated with the office; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms.
Relieve department head of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
Assist in the preparation and monitoring of assigned budgets including to secure purchase orders, process invoices, monitor account balances, perform account transfers, compile annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
Serve as a primary resource and information source regarding department and program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary.
Organize the flow of communication through the assigned office in an efficient and effective manner with City staff, news media, the general public, businesses, and other agencies.
Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations.
Direct, coordinate and review the work plan for assigned staff; meet with staff to identify and resolve problems; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures.
Assist in a variety of department and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned.
Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff.
Initiate and maintain a variety of files and records for information related to the assigned department and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials.
Operate modern office machines and equipment including word processors, typewriters, printers, copiers, calculators, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records.
Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
In addition to the qualifications for Office Assistant:
Knowledge of:
Principles and practices of basic fiscal, statistical, and administrative data collection and report preparation.
Modern office procedures, methods, and equipment including computer equipment and applicable software programs.
Principles and practices of business letter writing.
Word processing methods, techniques, and programs including spreadsheet and data base applications.
Practices used in minute taking and preparation.
Ability to :
Work under limited supervision within a broad framework of standard policies and procedures
Use independent judgment, initiative, and good human relations and problem solving skills in the application and follow through on decisions.
Work cooperatively with other departments, City officials and outside agencies.
Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
Analyze situations carefully and adopt effective courses of action.
Maintain confidential data and information.
Independently prepare correspondence, memoranda, and minutes of meetings.
Compile, tabulate, and analyze data and information and prepare summaries and reports.
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
Minimum Qualifications
Experience
:
Three years of increasingly responsible administrative secretarial experience.
Training :
Equivalent to the completion of the twelfth grade supplemented by specialized course work in office practices, management, or business administration.
Three years of increasingly responsible administrative secretarial experience.
Training :
Equivalent to the completion of the twelfth grade supplemented by specialized course work in office practices, management, or business administration.
Supplemental Information
Special Requirements:
Essential duties require the following physical skills and work environment:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment.
Application:
A fully completed online application is required to be submitted. Incomplete, late, emailed, faxed and hard copy applications are not accepted. Resumes are not considered in lieu of the required online employment application. All certificates, resumes, cover letters, and other documents requested by the City for the position advertised, must be uploaded with your online application.
The Selection Process:
All applications will be reviewed and evaluated. Those candidates who are determined to be best qualified based upon the information presented on the application materials will be invited to continue in the selection process which may include a qualifying written or performance evaluation and will include an interview weighted 100%. The City reserves the right to limit the number of interviews conducted. Candidates will be notified via e-mail or telephone if they qualify to move to the next step in the selection process. The interview score will determine ranking on the eligibility list and will remain in effect for one year.
Pre-employment background and medical examinations are additional requirements for hire. Failure on any part of the selection process will result in removal from the recruitment process.
Please Note: If you have a disability that may require an accommodation in the selection process, please notify Human Resources in writing when you submit your application.
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