Administrative Assistant I/II

2023-05-15

City of Santa Cruz, CA

United States

Full Time

Description

Class Title

Administrative Assistant I/II

Class Code

105-106

Salary

$3,510.00 - $5,185.00 Monthly

Basic Function

Under general supervision, performs a variety of clerical and administrative duties related to the function and/or department to which assigned, including typing, filing, record-keeping, general reception, and customer service.

Distinguishing Characteristics

Administrative Assistant I: This is the entry-level class in the Administrative Assistant series. Initially under close supervision, incumbents with basic clerical experience perform basic administrative and office support duties. As experience is gained, assignments become more varied and are performed with greater independence. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Eventually, positions will attain a level of experience to receive only occasional instruction or assistance as new or unusual situations arise and where they are fully aware of the operating procedures and policies of the work unit. This class is alternately staffed with the Administrative Assistant II and incumbents may advance to the higher-level class after gaining the knowledge, skills, and experience that meet the qualifications for and by demonstrating the ability to perform the work of the higher-level class.

Administrative Assistant II: This is the full journey-level class in the office support series. Incumbents at this level are capable of performing the full range of advanced clerical and office support duties. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant III in that the latter performs more advanced technical and specialized administrative support duties requiring additional training and/or experience, including functioning as personal administrative assistant to a department head and may provide lead supervision to lower-level office support positions.

Typical Duties

(May include, but are not limited to, those duties listed below.)

Performs a wide variety of clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, creating project and department files, updating department websites, and preparing and processing purchase order and accounts payable.
Composes, types, formats, proofreads, and processes a variety of documents, including letters, memos, agendas, reports, statistical charts, and forms from rough drafts, recordings or verbal instructions; checks drafts for punctuation, spelling, and grammar and suggests corrections.
Performs reception and customer service duties; answers telephone, emails and in-person inquiries; provides information on departmental policies and procedures; resolves problems related to assigned responsibilities; refers callers to appropriate staff as necessary.
Maintains and updates departmental record systems and specialized databases; enters and updates information with departmental activity, purchase order requests, budget and account information, and report summaries; retrieves information from systems and specialized databases as required.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and divisional policies and procedures in determining completeness of applications, records, and files.
Compiles information and data for basic administrative and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
Issues, receives and processes various applications, orders, permits, contracts, and other forms.
Accepts payment of fees and process payments by phone, mail and in-person processes claims and invoices; creates purchase orders; and processes petty cash reimbursements; may prepare bank deposits, prepare billing invoice requests, and maintain accounting spreadsheets.
Reviews invoices and credit card statements for completeness, accuracy and compliance with established regulations and procedures;
Receives, sorts, and distributes incoming and interdepartmental mail and correspondence; prepares and distributes outgoing mail.
Operates standard office equipment, including job-related computer hardware and software applications, fax machine, scanner, printers, copiers, calculators, and telephones; may operate other department-specific equipment; may place equipment maintenance calls.
Provide staff support to assigned committees, commissions, and boards; prepares and distributes agenda packets; maintains distribution and contact lists; sets up meeting site; takes notes at meetings; prepares action agendas and final minutes, as assigned.
Schedules department facilities; arranges for necessary set-up, materials, and equipment to be available at meetings, as necessary.
Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; prepares requests for payment for management approval.
Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested.
Maintains and prepares departmental records, including Personnel Action Forms (PAFs), training documents, and evaluation forms.
Assists with facility security tasks, including issuing and tracking identification cards, gate cards, key cards, and/or keys and maintaining sign in records.
May coordinate projects and programs with other City divisions or departments as related to area of responsibility
Performs other general clerical duties related to assigned functional area or department.
Performs other related duties that may be reasonably expected as part of this classification.

WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires

grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper 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 accommodations.

Minimum Qualifications

The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:

Education and Experience:

Administrative Assistant I

High school graduation or tested equivalent; and
One (1) year of general clerical experience including some basic computer use.

Administrative Assistant II

High school graduation or tested equivalent; and
Two (2) years of general clerical experience, including (1) year of experience comparable to that of the City's Administrative Assistant I.

Administrative Assistant I

Knowledge :

Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
Principles and practices of data collection and report preparation.
Proper grammar, spelling, punctuation, and business correspondence formatting.
Filing and record-keeping systems.
Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.

Skills :

Typing skill of 45 w.p.m.

Abilities :

Respond to and effectively prioritize multiple phone calls and other requests for service.
Learn the organization, procedures and operating details of the City department to which assigned.
Learn and apply administrative and departmental policies and procedures.
Compose correspondence and reports independently or from brief instructions; maintain records and databases.
Make routine mathematical computations accurately.
Perform responsible administrative and clerical support work with accuracy, speed, and minimal supervision.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Establish and maintain a variety of filing, record-keeping, and tracking systems.
Organize own work, set priorities, and meet critical time deadlines; work on multiple projects at any given time.
Use computers for word processing, information storage and retrieval.
Operate modern office equipment including computer equipment and specialized software application programs.
Communicate information clearly and concisely in writing and verbally.
Establish and maintain effective working relations with City staff, outside agencies and the general public.
For positions assigned to the Police Department, successfully pass a law enforcement background investigation.

Administrative Assistant II ( in addition to the qualifications for the Administrative Assistant I )

Knowledge

Departmental practices and procedures and applicable City policies.

Abilities

Perform responsible office and clerical support work with accuracy, speed, and general supervision.
Apply administrative and departmental policies and procedures.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Licenses and Certificates

Possession and continued maintenance of a valid California Class C driver�??s license.

DESIRABLE QUALIFICATIONS

If Assignment-Library

The ability to speak, read and write Spanish.
Previous experience working in public libraries.

Career Ladder

Administrative Services Supervisor
Administrative Assistant III
Administrative Assistant I/II

Class Detail

Reports to: Management, supervisory or higher level clerical positions

Supervises: Non-Supervisory

Bargaining Unit: Service

Classification No.: 105 & 106

Date of Issue: 2/97

Supersedes: 5/86

Updated: 3/2015

Reviewed: 8/2021

SALARY - This classification belongs to the Service bargaining unit and has a nine-step salary range. All classifications in this bargaining unit add an additional wage Step J on 7/14/18 by MOU agreement. Appointment may be made commensurate with experience. The current salary schedule is posted on the City website. See MOU for salary practices.

UNION REPRESENTATION - This classification belongs to the Service Employees' bargaining unit. All employees within this unit are represented by the Service Employees' International Union.

APPOINTMENT - Any candidate selected by the appointing department may be required to pass a pre-employment medical exam administered by a City-selected physician before hire to non-sedentary positions. 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 . Candidates must present documentation verifying authorization to work in the United States and take a loyalty oath as required by the State of California at the time of hire. Appointments to regular positions are subject to a six-month probationary period (unless specified as 12-month by Service Employees MOU) which is considered a part of the selection process. Probationary employees may be terminated without recourse during this period. 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.

LEAVE

Vacation �?? 80 hours/year up to 5 years, 120 hours/year 6-10 years, plus 8 hours for each year after 10 years up to a maximum of 160 hours/year.

Sick �?? 12 days/year

Holidays �?? up to 11 days/year
Floating Holidays - 24 hours per year - prorated for part-time

INSURANCE �?? (available to employee and eligible dependents)

Medical �?? Depends on plan selected; City generally pays 95% of the cost of coverage (pro-rated for part-time).
Dental, Vision, Employee Assistance Program �?? City currently pays full cost of employee and family coverage (pro-rated for part-time). Plus an additional $29.50 per pay period.

Life �?? City provides a $20,000 life insurance policy.

Long Term Disability �?? City provides a long term disability plan.

RETIREMENT

All new regular employees become members of PERS. Public Employees' Retirement System (PERS) 2% @ 62 (3 year average). Prior PERS membership may affect retirement formula. Employees contribute 9.75% of their salary to PERS on a pre-tax basis. An employee is vested after 5 years of membership. No Social Security is withheld.

ADDITIONAL BENEFITS (not all inclusive)

457 Deferred Compensation Plan

Accident Protection Insurance

Bilingual Pay if required by position

Cancer and Critical Illness Insurance

Direct Deposit

Discount Bus Pass Program

Flexible Spending Plans for Health & Dependent Care

Longevity Pay (after 10 years and 15 years)

In lieu Medical Reimbursement of $200 /month (if not participating in City offered Medical Plan)

Shift Differential

Supplemental Life Insurance

Tuition Reimbursement

The information included in this listing is subject to change and does not constitute an expressed or implied contract. Leaves and most Insurance contributions are pro-rated for part-time benefited employees.