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Posted : Tuesday, September 03, 2024 03:32 AM
City of San Luis Obispo
Administrative Assistant III (Confidential)
SALARY
$26.
86 - $32.
98 Hourly $2,149.
00 - $2,638.
00 Biweekly $4,656.
17 - $5,715.
67 Monthly $55,874.
00 - $68,588.
00 Annually LOCATION City of San Luis Obispo, CA JOB TYPE Regular Full Time DEPARTMENT Administration OPENING DATE 10/31/2023 CLOSING DATE 11/17/2023 5:00 PM Pacific FLSA Non-Exempt BARGAINING UNIT CONF Please apply online through our city website: https://www.
governmentjobs.
com/careers/slobispo/jobs/4239886/administrative-assistant-iii-confidential?pagetype=jobOpportunitiesJobs JOB DESCRIPTION If you are selected for interviews, they will take place on Thursday, December 7, 2023, so please hold that date.
JOB SUMMARY: Provides a variety of complex, sensitive, and confidential administrative support to assigned executive or management staff; plans, coordinates, and organizes office activities and the flow of communications and information for the department director; prepares and maintains a variety of reports and records related to assigned activities; performs technical support work related to the department to which assigned; may provide lead direction to a small office support staff; supports and collaborates with management in matters associated with labor relations, labor negotiations, and employee grievances.
CLASS CHARACTERISTICS: This is an advanced journey-level administrative office support classification, typically coordinating the office work of a department in addition to performing a variety of clerical and financial support duties to ensure the efficient operation of the assigned department.
Responsibilities require the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and City activities.
The work requires the interpretation, communication, and application of complex policies, procedures, and regulations and may involve extensive contact with the public, internal customers, and external groups.
This class is distinguished from other office support classes by the nature, scope, complexity, and diversity of responsibilities originating at a department head or City-wide level.
Administrative Assistant III – Confidential is distinguished from Administrative Assistant III in that the former provides highly sensitive and confidential administrative support to the Labor Relations Committee and works closely with City management to coordinate and draft correspondence related to employee grievances and other labor relations matters.
SUPERVISION SUPERVISION RECEIVED AND EXERCISED: This classification receives general supervision from an executive or management employee.
Specified positions may provide work direction, instruction, and/or review to less-experienced, part-time, or volunteer staff on a project or day-to-day basis.
EXAMPLES OF DUTIES EXAMPLE OF DUTIES AND RESPONSIBILITIES: (Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.
) • Oversees and ensures that the office administrative functions of the department to which assigned are effectively carried out.
• Recognizes and solves issues and problems in situations that require the use of tact, independent judgment, and skill in resolving conflicts.
• Coordinates, schedules, and attends a variety of meetings, workshops, and special events; prepares and sends out notices of meetings; compiles and prepares meeting agendas and other required information for meetings, workshops, and other events; sets up equipment and supplies for meetings and events as needed; takes, transcribes, and distribute minutes as directed.
• Prepares and distributes reports or other communications on a regular schedule.
• Maintains appointment and activity schedules and calendars; coordinates travel arrangements and hotel reservations as necessary; processes reimbursement claims; reserves facilities and equipment for meetings and other events as needed.
Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, processing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings, and serving on various task forces and committees.
• May serve as the departmental Fiscal Officer and perform financial tasks, such as expense reporting; invoicing; preparing and transmitting financial documents; assisting in budget preparation and administration; and maintaining records of purchase orders, payroll, expense statements, and other fiscal transactions.
• Receives and screens visitors and telephone calls, providing a high level of customer service to both external and internal customers; provides information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of complex policies, rules, procedures, and ordinances.
• Researches, compiles and verifies a variety of data and information related to the activities of the department to which assigned; may prepare technical reports and perform other technical work related to the department to which assigned.
• Prepares detailed and confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents related to the department to which assigned; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting, and correct English usage, including grammar, punctuation, and spelling.
• Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required; may assist in the maintenance of the official records of the City, including the City Code, and receive official documents as assigned.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; operates department-specific equipment as necessary.
• Responds to public records requests using knowledge of City and State policies regarding document retention and response to public records requests.
• May provide work direction, review, and instruction to a small office and/or volunteer staff on a project or day-to-day basis.
• Provides highly sensitive and confidential administrative support to the Labor Relations Committee.
• Gathers, reviews, and organizes information and drafts correspondence regarding employee grievances and other labor relations matters.
• Assists with special projects and attends to administrative details on special matters as assigned.
• Performs related duties similar to the above in scope and function as required.
KNOWLEDGE AND ABILITIES: Knowledge of: • Basic organization and function of public agencies, including the role of an elected City Council and appointed boards, commissions, and committees.
• Applicable laws, codes, regulations, policies, technical processes, and procedures related to the department to which assigned.
• Communications best practices, including telephone and email techniques and etiquette.
• Basic public relations techniques.
• Standard office administrative and administrative assistant practices and procedures.
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work, including word processing, database, spreadsheet, and website applications.
• Records management and filing principles and practices.
• Business arithmetic and methods of basic statistical and financial recordkeeping.
• Techniques for providing a high level of customer service to the public, the community, and City staff, in person and over the telephone.
Ability to: • Provide varied and responsible clerical and office administrative work requiring the use of independent judgment, tact, and discretion.
• Interpret and implement policies, procedures, and technical processes related to the department or organizational unit to which assigned.
• Communicate effectively using a variety of media, tools, and techniques.
• Analyze and resolve office administrative and procedural problems.
• Perform basic research and prepare reports and recommendations.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic and statistical calculations.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Direct and review the work of staff on a project basis.
• Use tact, patience, initiative, and sound independent judgment within established policy and procedural guidelines.
• Use specialized software related to the department to which assigned, including database management, graphics and publication production, and departmental Website maintenance.
• Develop effective and courteous team relationships with City staff at all levels.
• Organize own work, setting priorities, working independently on a day-to-day basis, meeting critical deadlines, and balancing multiple objectives.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Work in a team atmosphere and participate on a variety of departmental and City-wide committees and tasks to enhance the provision of all City services.
• Work with diverse populations and maintain an inclusive environment.
• Enter data into standard computer formats and produce co correspondence and reports with speed and accuracy sufficient to perform assigned work in a timely manner.
• Attend off-hours meetings and events or work occasional overtime as required.
• Work in a standard office setting and to use standard office equipment, including a computer.
• Read printed materials and a computer screen.
• Communicate in person and over the telephone.
TYPICAL QUALIFICATIONS: EDUCATION AND EXPERIENCE: Equivalent to graduation from high school with supplemental business school or applicable college-level course work; and Three years of responsible office administrative, secretarial, and/or general clerical experience.
or An equivalent combination of education and experience.
Experience interacting with the public and working in a public agency setting is desirable.
POSSESSION AND MAINTENANCE OF: • A valid California class C driver's license and a satisfactory driving record.
• Word processing speed of at least 45 w.
p.
m.
is preferred.
THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE: • Live Scan Fingerprinting (DOJ)
86 - $32.
98 Hourly $2,149.
00 - $2,638.
00 Biweekly $4,656.
17 - $5,715.
67 Monthly $55,874.
00 - $68,588.
00 Annually LOCATION City of San Luis Obispo, CA JOB TYPE Regular Full Time DEPARTMENT Administration OPENING DATE 10/31/2023 CLOSING DATE 11/17/2023 5:00 PM Pacific FLSA Non-Exempt BARGAINING UNIT CONF Please apply online through our city website: https://www.
governmentjobs.
com/careers/slobispo/jobs/4239886/administrative-assistant-iii-confidential?pagetype=jobOpportunitiesJobs JOB DESCRIPTION If you are selected for interviews, they will take place on Thursday, December 7, 2023, so please hold that date.
JOB SUMMARY: Provides a variety of complex, sensitive, and confidential administrative support to assigned executive or management staff; plans, coordinates, and organizes office activities and the flow of communications and information for the department director; prepares and maintains a variety of reports and records related to assigned activities; performs technical support work related to the department to which assigned; may provide lead direction to a small office support staff; supports and collaborates with management in matters associated with labor relations, labor negotiations, and employee grievances.
CLASS CHARACTERISTICS: This is an advanced journey-level administrative office support classification, typically coordinating the office work of a department in addition to performing a variety of clerical and financial support duties to ensure the efficient operation of the assigned department.
Responsibilities require the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and City activities.
The work requires the interpretation, communication, and application of complex policies, procedures, and regulations and may involve extensive contact with the public, internal customers, and external groups.
This class is distinguished from other office support classes by the nature, scope, complexity, and diversity of responsibilities originating at a department head or City-wide level.
Administrative Assistant III – Confidential is distinguished from Administrative Assistant III in that the former provides highly sensitive and confidential administrative support to the Labor Relations Committee and works closely with City management to coordinate and draft correspondence related to employee grievances and other labor relations matters.
SUPERVISION SUPERVISION RECEIVED AND EXERCISED: This classification receives general supervision from an executive or management employee.
Specified positions may provide work direction, instruction, and/or review to less-experienced, part-time, or volunteer staff on a project or day-to-day basis.
EXAMPLES OF DUTIES EXAMPLE OF DUTIES AND RESPONSIBILITIES: (Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.
) • Oversees and ensures that the office administrative functions of the department to which assigned are effectively carried out.
• Recognizes and solves issues and problems in situations that require the use of tact, independent judgment, and skill in resolving conflicts.
• Coordinates, schedules, and attends a variety of meetings, workshops, and special events; prepares and sends out notices of meetings; compiles and prepares meeting agendas and other required information for meetings, workshops, and other events; sets up equipment and supplies for meetings and events as needed; takes, transcribes, and distribute minutes as directed.
• Prepares and distributes reports or other communications on a regular schedule.
• Maintains appointment and activity schedules and calendars; coordinates travel arrangements and hotel reservations as necessary; processes reimbursement claims; reserves facilities and equipment for meetings and other events as needed.
Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, processing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings, and serving on various task forces and committees.
• May serve as the departmental Fiscal Officer and perform financial tasks, such as expense reporting; invoicing; preparing and transmitting financial documents; assisting in budget preparation and administration; and maintaining records of purchase orders, payroll, expense statements, and other fiscal transactions.
• Receives and screens visitors and telephone calls, providing a high level of customer service to both external and internal customers; provides information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of complex policies, rules, procedures, and ordinances.
• Researches, compiles and verifies a variety of data and information related to the activities of the department to which assigned; may prepare technical reports and perform other technical work related to the department to which assigned.
• Prepares detailed and confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents related to the department to which assigned; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting, and correct English usage, including grammar, punctuation, and spelling.
• Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required; may assist in the maintenance of the official records of the City, including the City Code, and receive official documents as assigned.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; operates department-specific equipment as necessary.
• Responds to public records requests using knowledge of City and State policies regarding document retention and response to public records requests.
• May provide work direction, review, and instruction to a small office and/or volunteer staff on a project or day-to-day basis.
• Provides highly sensitive and confidential administrative support to the Labor Relations Committee.
• Gathers, reviews, and organizes information and drafts correspondence regarding employee grievances and other labor relations matters.
• Assists with special projects and attends to administrative details on special matters as assigned.
• Performs related duties similar to the above in scope and function as required.
KNOWLEDGE AND ABILITIES: Knowledge of: • Basic organization and function of public agencies, including the role of an elected City Council and appointed boards, commissions, and committees.
• Applicable laws, codes, regulations, policies, technical processes, and procedures related to the department to which assigned.
• Communications best practices, including telephone and email techniques and etiquette.
• Basic public relations techniques.
• Standard office administrative and administrative assistant practices and procedures.
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work, including word processing, database, spreadsheet, and website applications.
• Records management and filing principles and practices.
• Business arithmetic and methods of basic statistical and financial recordkeeping.
• Techniques for providing a high level of customer service to the public, the community, and City staff, in person and over the telephone.
Ability to: • Provide varied and responsible clerical and office administrative work requiring the use of independent judgment, tact, and discretion.
• Interpret and implement policies, procedures, and technical processes related to the department or organizational unit to which assigned.
• Communicate effectively using a variety of media, tools, and techniques.
• Analyze and resolve office administrative and procedural problems.
• Perform basic research and prepare reports and recommendations.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic and statistical calculations.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Direct and review the work of staff on a project basis.
• Use tact, patience, initiative, and sound independent judgment within established policy and procedural guidelines.
• Use specialized software related to the department to which assigned, including database management, graphics and publication production, and departmental Website maintenance.
• Develop effective and courteous team relationships with City staff at all levels.
• Organize own work, setting priorities, working independently on a day-to-day basis, meeting critical deadlines, and balancing multiple objectives.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Work in a team atmosphere and participate on a variety of departmental and City-wide committees and tasks to enhance the provision of all City services.
• Work with diverse populations and maintain an inclusive environment.
• Enter data into standard computer formats and produce co correspondence and reports with speed and accuracy sufficient to perform assigned work in a timely manner.
• Attend off-hours meetings and events or work occasional overtime as required.
• Work in a standard office setting and to use standard office equipment, including a computer.
• Read printed materials and a computer screen.
• Communicate in person and over the telephone.
TYPICAL QUALIFICATIONS: EDUCATION AND EXPERIENCE: Equivalent to graduation from high school with supplemental business school or applicable college-level course work; and Three years of responsible office administrative, secretarial, and/or general clerical experience.
or An equivalent combination of education and experience.
Experience interacting with the public and working in a public agency setting is desirable.
POSSESSION AND MAINTENANCE OF: • A valid California class C driver's license and a satisfactory driving record.
• Word processing speed of at least 45 w.
p.
m.
is preferred.
THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE: • Live Scan Fingerprinting (DOJ)
• Phone : NA
• Location : San Luis Obispo,CA
• Post ID: 9006827151
