Administrative Assistant-City Managers Office

Salary Range: $53,888.40-$71,859.12

FLSA: Non-Exempt

EEO Category: 5 Administrative Support Workers

General Summary:

Provides highly responsible, confidential, varied, and typically complex administrative support to the City Manager and other executives, City Council, and/or management personnel in the City Manager’s Office.

Responsibilities require tact, discretion, diplomacy, initiative, and independent judgment, as well as knowledge of City activities and a solid ability to implement City administrative procedures. Tasks may include:

• Perform administrative projects for executive and/or management personnel, such as the City Manager, by researching and compiling background data, maintaining records, filing, and department administrative duties
• Participate and assist in the preparation, development, and administration of department budgets
• Recommend and assist in setting goals and objectives; establish schedules and methods for office operations; implement policies and procedures.
• Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
• Provide follow-up to assignments given to management and/or operations staff by the City Manager or other executive and/or management staff; provide status reports to the City Manager or other executive and/or management staff.
• Coordinate and maintain the following for the City Manager and other executives/management personnel: travel arrangements, appointments, schedules, calendars, city meetings, and conferences
• Builds and maintains effective working relationships with co-workers, other City employees, and the public using principles of good customer service

• Performs clerical duties, including typing, proofing, editing, formatting, copying, scanning, filing, faxing, and distributing a variety of documents from rough drafts or verbal instruction
• Perform receptionist duties, such as greeting, directing, and assisting customers in person, on the phone, or via e-mail to the appropriate department
• Receives, sorts, and distributes incoming and outgoing inter-office and U.S. Mail
• Establish and maintain positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public
• Perform related duties as assigned

Minimum Qualification:

• High School Diploma or equivalent; AA degree or higher may substitute for up to six (6) months of the required experience.

• Two (2) years of general clerical experience in an office setting

Core Competencies:

• Problem Solving – Analytically and logically evaluating information
• Learning Agility – Seeking learning opportunities and applying the lessons to work
• Using Technology – Working with electronic hardware and software applications
• Handling Stress – Maintaining emotional stability and self-control under pressure, challenge, or adversity
• Professional Integrity & Ethics – Displaying honesty, adherence to principles, and personal accountability
• Safety Focus – Showing Vigilance and care in identifying and addressing health risks and safety hazards
• Customer Focus – Attending to the Needs and expectations of customers
• Informing – Proactively obtaining and sharing information
• Teamwork – Collaborating with others to achieve shared goals
• Valuing Diversity – Appreciating the benefits of varied backgrounds and cultures in the workplace
• Allocating Resources – Prioritizing the use of fiscal and material resources to maximize organizational effectiveness

Guiding Principles:

• Put people first.
• Be visionary.
• Be an ambassador for Lancaster.
• Examine the long-term fiscal impact.
• Generate value from within the core.
• Focus on analysis over process.
• Build for resiliency and adaptation.
• View economic development as an opportunity to enhance quality of life.
• Incorporate technology to increase efficiency and effectiveness.
• Create community brand and neighborhood identity.

Essential Physical Requirements:

• Ascend/Descend stairs/ladders/balance (moderate)
• Position self to bend or twist (frequent)
• To move, transport, position items up to 15 lbs. (frequent)
• Exposed to outdoor weather conditions (infrequent)
• Operate Equipment (none)
• Stationary or squatting position (frequent)

Environmental Factors:

• Work under time pressure (moderate to frequent)
• Interruptions (frequent)

Essential Cognitive Functions:

• Analyze (continuous)
• Computations (frequent)
• Generate Written Work Product (frequent)
• Independent Problem Solving (continuous)
• Interruptions (frequent)
• Maintain Positive Public Relations (moderate)
• Organize (frequent)

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time;

The City of Lancaster will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the City of Lancaster is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting www.dfeh.ca.gov/fair-chance-act/.