Administrative Aide

Under general direction of an assigned supervisor, division or Department Director, performs a variety of highly responsible administrative and staff services duties, which may be confidential; coordinates all facets of assigned programs, projects, and activities; and performs related work as required.

DISTINGUISHING CHARACTERISTICS 

The position of Administrative Aide performs professional administrative and staff services duties which involves a wide range of duties. This classification differs from the higher-level classification of Executive Assistant in that the Administrative Aide performs professional administrative and supervisory and duties.

(May include, but are not limited to, the following): 
 

• Provides administrative support for department staff; schedules meetings, makes travel arrangements, and maintains files; prepares meeting agenda and meeting minutes.
• Assists in the development and implementation of programs; develops procedures to effectively implement program objectives.
• Reviews documents and materials to ensure compliance with program rules and regulations.
• Works cooperatively with City departments to develop programs and assist in working out detailed plans for program functions and activities.
• Researches, gathers and analyzes data; initiates research and special studies as needed and makes recommendations based on findings.
• Collects and analyzes data for program development.
• Develops and prepares reports, correspondence, promotional brochures and other materials for publication.
• Receives and responds to inquiries, requests and concerns from the public and formulates appropriate responses and actions.
• Supports personnel activities for assigned department; schedules selection interviews; prepares personnel documents; collects and audits timecards.
• Represents the City at public and private meetings, makes public presentations, and solicits support for City programs.
• Receives, reviews and processes purchase orders; processes invoices for payment.
• Monitors budgets, identifies trends and analyzes trend impacts.
• May direct and/or supervise staff, volunteers or the public in developing, implementing and administering programs.
• May coordinate projects or special events sponsored by the City.
• Establishes and maintains department or program records, project budgets, files and other documentation.
• Acts as liaison with community groups and other community-based organizations and agencies.
• Attends and provides administrative support for commission, committee, and staff meetings.
• Receives and processes travel requests; audits travel expenses to ensure conformance with City policies.
• Assists in interpreting and implementing Federal, State and local laws and regulations, and administrative policies.
• Maintains department website.
• Coordinates varied administrative and staff services work in an assigned department.
• Develops and coordinates ad hoc committees, internships, public participation activities and City volunteers.
• Develops and administers training as it relates to assigned projects or programs.
• Assists in the administration of purchasing and procurement procedures.

WORKING CONDITIONS 
Position requires sitting, walking, standing, bending, squatting, climbing, kneeling, and twisting in the performance of daily activities. The position also requires hand manipulation in simple grasping, pushing and pulling, and fine manipulation. The position requires repetitive hand movement and fine coordination in using a computer keyboard.  Additionally, the position requires near and far vision in reading reports, work related documents using a computer. Acute hearing is required when providing phone and personal customer service. The need to lift, drag and push files, paper, books and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.

Education & Experience: 

The minimum qualifications for education and experience can be met in the following way:

Graduation from High School or the tested equivalent; AND

Five years of experience performing professional administrative and staff services work.
A Bachelor's Degree from an accredited college or university in public administration, business administration, or a related field may substitute for two years of experience performing professional administrative and staff services work.

Knowledge of: 
 

• Principles and practices of local governmental services and administration.
• Principles and practices of budget monitoring.
• Public sector personnel, local finance administration and sources of information related to local government issues.
• Office methods, procedures, software and equipment.
• Pertinent local, State and Federal laws, ordinances and rules.
• Research methods and report writing.
• Principles and practices of supervision, training, and performance evaluations.
• Effective public relations techniques.

Ability to: 
 

• Follow general instructions and procedures and develop comprehensive plans from general instructions.
• Use tact and discretion in dealing with staff and the public.
• Process information and data in a relevant manner to reach reasonable conclusions and make practical decisions.
• Apply analytical skills and understand impact and consequence of decisions and actions.
• Learn the operation, policy and procedures of the assigned department.
• Operate a computer using word processing and business software and other office equipment.
• Establish and maintain and promote positive and effective working relationships with employees, other agencies and the public.
• Communicate effectively, orally and in writing.
• Recognize needs and initiate actions in order to develop more efficient systems and procedures or solve problems.
• Analyze problems, develop and evaluate options and make sound recommendations.
• Delegate and supervise activities to accomplish goals and objectives.
• Demonstrate initiative and exercise good judgment in the performance of duties.
• Plan, direct and supervise the work of others.
• Work independently and as a team member; recognize and set priorities and meet deadlines.
• Observe safety principles and work in a safe manner.

Willingness to: 
 

• Work varying hours.

Licenses/Certificates: 
Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternate transportation as approved by the appointing authority and a safe driving record.

DESIRABLE QUALIFICATIONS
 

• Administrative or staff services experience in local government.
• Bachelor's Degree in public administration, business administration, or a related field.

APPLICATION PROCESS  
The application period closes on Wednesday, December 28, 2022, at 5:00 pm or after receiving 100 qualified applicants, whichever is first (postmarks or faxes are not accepted). Candidates are asked to fully describe any training, education, experience, or skills relevant to this position. Electronic applications may be submitted online through the City's employment page at https://sunnyvale.ca.gov, and click on 'City jobs'. Late or incomplete applications will not be accepted. 

EXAM PROCESS
Applications will be competitively screened based on the minimum qualifications of this position. Based upon a review of the application materials, the most qualified candidates will be invited to participate in the oral examination process scheduled for February 1, 2023. (Note: The examination process may be changed as deemed necessary by the Director of Human Resources).

SELECTION PROCESS
Those candidates that receive a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City's Civil Service Rules and Administrative Policies. Top candidates on the eligibility list will be invited to participate in a selection interview with the department tentatively scheduled on the week of February 13, 2023. Any candidate that is selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a background history check, as well as a medical exam(s) administered by a City selected physician(s) before hire. Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.

INFORMATION ABOUT PROOF OF EDUCATION
Please note: Any successful candidate, selected by the hiring department will be required to submit proof of education (i.e. original copy of the diploma or college/university transcripts).

ADDITIONAL INFORMATION
Positions in this job classification are represented by the Sunnyvale Employees Association (SEA).

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.

The City of Sunnyvale is an Equal Opportunity Employer. It is the policy of the City of Sunnyvale not to discriminate against all qualified applicants or employees on the basis of actual or perceived race, religion (including religious dress or grooming practice), color, sex (includes gender, pregnancy, childbirth, medical conditions related to pregnancy or childbirth, breastfeeding or medical conditions related to breastfeeding), gender identity and/or gender expression, sexual orientation (including heterosexuality, homosexuality and bisexuality), ethnic or national origin, ancestry, citizenship status, uniformed service member status, marital status, family relationship, age, cancer or HIV/AIDS related medical condition, genetic characteristics and/or genetic information, and physical or mental disability. Applicants needing special accommodations for testing should submit a request to the Department of Human Resources at time of application.    

Salary : $41 - $52