CITY OF TUSTIN Administrative Assistant Salary in the United States

The City of Tustin Public Works Department (Water Division) is currently seeking applicants for Administrative Assistant.  The resulting Eligible List may be used to fill future vacancies for this job classification in other City of Tustin departments.

To be considered, a typing certification (50 nwpm) must be submitted along with application materials. For typing certification requirements, CLICK HERE.

Under general supervision, performs a variety of routine to moderately complex general clerical duties to support the operations of the assigned department.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant is a journey level classification in the administrative support series. An incumbent in this class performs a full range of general clerical support functions with only occasional instruction or assistance. Specific duties vary depending upon department assignment. The Administrative Assistant is differentiated from the Executive Assistant, which performs assignments that are more complex, specialized, or sensitive in nature; requires extensive knowledge of departmental operations, policies and procedures; frequently exercises tact, discretion, initiative, and independent judgment; and typically serves as the primary administrative staff support position in a department.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from a Division Manager or other management staff.

No supervision is exercised.

SELECTION PROCESS:
Application materials will be carefully reviewed to identify those candidates who meet the minimum qualifications for this position. A written exam is tentatively scheduled for the week of March 2, 2020. Interviews are tentatively scheduled for the week of March 16, 2020. All candidates who pass the panel interview will earn placement on the eligible list, which may be used for current and future vacancies in the job classification.

Duties may include, but are not limited to, the following:

• Greets and receives visitors and answers incoming calls; answers routine questions and provides basic departmental information; distributes forms, permits, and informational materials; routes or directs individuals to supervisors, staff members, or external agencies as appropriate

• Prepares a variety of documents in draft and final form from written or oral instructions, including basic letters, forms, charts, and summary reports; reviews and proofreads a variety of written documents and records for completeness, accuracy, and correct grammar, spelling, and punctuation, including correspondence, timesheets, invoices, requisitions

• Records, files, and maintains information and alphanumeric data; compiles and prepares basic reports regarding departmental activities by researching, compiling, and summarizing information contained in various sources such as paper and electronic files, financial database software, correspondence, and notes

• Schedules conference rooms and facilities for meetings and events; registers participants in classes and sports programs; collects and processes fees; issues receipts, permits, and contracts

• Creates, labels, and maintains electronic and paper filing systems; scans, files, maintains, purges, and archives correspondence, records, and other written documents

• Opens, sorts and distributes incoming mail; prepares letters and informational materials for outgoing mail

• Prints documents and makes photocopies; compiles, prepares and organizes documents for mailing, distribution, and use by department staff

• Orders and maintains inventory of departmental supplies; processes invoices for payment; creates and processes purchase orders

• Provides backup support to administrative support staff

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification.  A typical combination includes:

Education and/or Experience:

Graduation from high school; and two (2) years of general clerical experience.

Licenses and/or Certificates:

Possession of a valid California Class C driver's license and an acceptable driving record. 

Special Requirements:

Satisfactory results from a background investigation, physical examination and administrative screening.

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of:

• Objectives, programs, policies, and procedures of the assigned department

• Proper English usage, spelling, grammar and punctuation

• Principles and procedures of record keeping and reporting

• Standard business software, including word processing, spreadsheet, and database programs

Skill to:

• Operate various types of standard office equipment including a personal computer and related software

• Operate a motor vehicle in a safe manner

Ability to:

• Interpret, explain, and apply departmental policies and procedures

• Establish and maintain courteous, cooperative, and effective working relationships with staff, management, elected officials, commission members, the general public, and others encountered in the course of work

• Maintain professionalism, courtesy, and composure at all times, including stressful situations and handle disputes and complaints in a calm, courteous, and tactful manner

• Prepare and maintain accurate and precise written documents such as reports, records, forms, and correspondence

• Understand and follow oral and written instructions

• Communicate clearly and concisely, orally and in writing

• Perform basic arithmetic computations with speed and accuracy

• Type accurately at a speed of at least 50 net words per minute (For typing certification requirements, CLICK HERE.)

• Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines

• Effectively handle multiple priorities and organize workload

• Work independently and efficiently with a minimum amount of direct supervision

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

An employee in this class is regularly required to sit at a desk for prolonged periods of time and is required to stand and walk to and from the public counter and other departments and facilities. The employee is expected to talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; reach with hands and arms; bend, squat, or kneel; and lift, carry, push, and pull records, documents, and office supplies, typically weighing less than 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus to read and operate office equipment as necessary during the course of the work assignments.

Mental Demands:

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, customers, vendors, contractors, and the public.

Work Environment:

The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 85 decibels.

The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.