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Administrative Assistant

Company: City of Huntington Beach, CA
Location: Huntington Beach
Posted on: November 16, 2021

Job Description:

Description

The current vacancy is in the Public Works Department; however, the eligible list resulting from this recruitment may also be used for future vacancies in other departments.

Here in Huntington Beach, we believe passionately that the key to becoming the best beach City in the world starts and ends with finding the right people to join our team. At this time, we have an outstanding career opportunity available, as we're looking for the "right person" to serve as Administrative Assistant with the Public Works Department.

First and foremost, the City is seeking an individual who has an unwavering commitment to team-based environment, and recognizes that leaders must be focused always on serving their people. For us in Huntington Beach, successful candidates must be genuinely committed to living our organization's behavioral values, which include:

* Humility--- be willing to place the team before self.* Exceptionality--- be really (REALLY) good at what you do.* Social Awareness--- say and do those things that bring people together.* Passion--- recognize the awesome responsibility we have to serve the people of HB.* Integrity--- live our values authentically.

Outside of these behavioral characteristics, we're also looking for candidates who are ready to grow and develop and who can envision new ways to improve and enhance services.

JOB SUMMARY

Under general supervision, performs a wide variety of confidential and responsible administrative support, secretarial, and office duties for assigned department director, executive staff member or City Council; provides considerable information and assistance to the public, other employees, and executive staff; and assists in coordinating and scheduling department activities.

SUPERVISION RECEIVED AND EXERCISED

Reports to: Department Director or as assigned by Department Director

Supervises: May supervise other administrative support, clerical and/or part time staff

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant is an advanced journey level classification in the clerical and administrative support series. It differs from the Administrative Secretary in that the Administrative Secretary has a more restricted administrative role, generally supporting a division rather than the entire department/department head. The Administrative Assistant differs from the Administrative Aide in that the latter performs analytical support of greater complexity, including survey, research, complex analysis, and report writing.

Note:This job description is currently being updated and is under review for final approval. Examples of Essential Duties

* Provides administrative and secretarial support to a department director, executive staff member, or City Council by assisting with duties of a routine or complex nature; acts as a liaison to other departments, coordinating resolutions to projects/situations when appropriate* Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff and maintains calendars* May train, coordinate, supervise, and/or review the work of regular and temporary office support employees and explains departmental policies and procedures* Attends board, commission, community group, staff and other meetings; takes notes and transcribes minutes; assembles and prepares agenda packets; sets up meeting rooms, and disseminates information to relevant parties* Receives, screens, and routes visitors, telephone calls, and written correspondence; provides information which regularly requires judgment and interpretation of policies and procedures related to the department* Performs diverse duties requiring a wide variety of contacts with high level government officials and the public, resolving problems and complaints and taking appropriate action; exercises considerable judgment in providing information in response to inquiries* Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics; assists with drafting of reports, manuals, articles, announcements, and other informational materials* Composes, types, edits, and proofreads a variety of complex documents including forms, memos, spreadsheets, administrative, statistical, and staff reports, and correspondence on routine and complex matters requiring tact and discretion, using a variety of software applications* Establishes and maintains confidential, administrative, and complex files, databases, and records for the department including departmental confidential files; oversees department records retention and destruction schedule* Prepares and processes reports, forms, and records such as payroll, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, drafts of hearing notices, draft resolutions, notices of determination, and mailing lists for public hearing items* Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares requests for payment for approval* Assists in the preparation of the department's budget by gathering information, preparing justifications, and researching the prior year's spending; monitors accounts and performs account analysis* May process personnel transactions* Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, date/time stamps, and multi-line telephones* Recommends, develops, implements, and interprets departmental policies, procedures, and systems to ensure efficient office and departmental operations* Coordinates and integrates department services and activities with other City departments and outside agencies* Reports to work as scheduled; may work a variety of schedules including evenings, weekends, and holidays as required* Maintains a regular and consistent attendance record* Travels to offsite locations within and outside the City* Performs other related duties as assigned

The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed. Minimum Qualifications

MINIMUM QUALIFICATIONS:

Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes:

Knowledge of:

* Modern office procedures, methods, and equipment including computers and standard professional office software* Principles and practices of data collection and report preparation* English usage, spelling, grammar, and punctuation* Principles and procedures of filing and record keeping* Methods and techniques of public relations and customer service* Principles of lead supervision and training* Methods and techniques of scheduling work assignments* Business mathematics and basic statistical techniques* Operations, services, and activities of a municipality and assigned department* Techniques of business letter writing and report preparation* Principles and practices of budget preparation and administration* Accounts payable and account receivable

Ability to:

* Perform a wide variety of responsible and difficult administrative support and secretarial duties involving the use of independent judgment and personal initiative to meet critical deadlines* Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner* Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities* Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the department* Interpret and apply administrative and departmental policies and procedures; and pertinent federal, state, and local laws, codes, and regulations* Independently prepare and maintain accurate and clear written documents such as reports, records, forms, correspondences and memoranda* Provide lead supervision and training to assigned clerical staff* Type/keyboard at a speed necessary for successful job performance* Implement and maintain standard filing systems* Research, compile, analyze, interpret, and prepare a variety of reports* Work independently in the absence of supervision* Maintain confidential records and reports* Operate and use modern office equipment including a computer and various software packages* Communicate clearly and concisely, both orally and in writing* Establish and maintain effective working relationships with those contacted in the course of work* Learn web publishing programs and applications

Education: High school diploma or equivalent certificate. Supplemental business college course work or specialized training is desirable.

Experience: Four (4) years of progressively responsible secretarial or administrative support experience. Lead and/or supervisory experience is desirable. Experience in a public agency supporting a governing body or commission is preferred.

Licenses/Certifications:A valid California driver license with an acceptable driving record required at time of appointment and during course of employment.

SPECIAL CONDITIONS
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Keywords: City of Huntington Beach, CA, Huntington Beach , Administrative Assistant, Administration, Clerical , Huntington Beach, California

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