Administrative Assistant III
Full Time
United States
$4,349 - $6,119 a month
Posted
Job description
Class Title
Administrative Assistant III
Class Code
107
Salary
$4,349.00 - $6,119.00 Monthly
Basic Function
Under general supervision of Department Director or assigned manager, performs a full range of both clerical and administrative support functions for the Department Director or assigned manager, includes performing responsible, confidential, and complex clerical work, including but not limited to assisting with the departmental budget, processing personnel, payroll and other relevant records, and coordinating the work of other departmental clerical staff as assigned or needed.
Distinguishing Characteristics
Positions in this class are distinguished from the Office Assistant and Administrative Assistant I/II classes by the more difficult, complex, responsible, confidential and sensitive duties. Work involves a high degree of independent judgment requiring a thorough knowledge of department programs, procedures and policies, applicable legal statutes and the ability to choose among a number of alternatives in determining procedures, interpreting policies, and performing a variety of assignments without instruction. Incumbents may provide lead supervision to a small number of subordinate clerical positions.
Typical Duties
(May include, but are not limited to, those duties listed below.)
WORKING CONDITIONS
- Prepares various departmental materials from meetings, drafts, and/or machine dictation.
- Answers telephone and in-person inquiries for the Department Director and staff.
- Interprets City policies, procedures, and regulations; exercises discretion in determining the nature of inquiries and how they may be most appropriately expedited.
- Coordinates appointments and itineraries for the Department Director and management staff.
- Makes logistical arrangements for advisory bodies, committees and other meetings; notifies all participants including any public noticing requirements as required by State Law and/or the Municipal Code; prepares agendas, coordinates the production and distribution of agenda packets.
- Maintains procedures that comply with legal statutes and the Santa Cruz Municipal Code.
- Independently composes correspondence and reports relative to routine departmental business.
- Takes notes of open meetings as required; and prepares final minutes of meetings.
- Processes and manages filing systems for various department records including personnel, legal, safety, and technical materials; maintains the security of confidential files as required.
- Researches, collects, and provides records for Public Records Requests.
- Enters staff reports into the City’s document management system for City Council meetings.
- Prepares, processes, and maintains all personnel and payroll records for department staff.
- Orders, issues and maintains departmental supplies and equipment; maintains inventory controls.
- Coordinates facility/building maintenance and repairs.
- Organizes, assigns, and reviews the work of other department clerical staff as assigned.
- Assists in preparing the departmental budget and controlling expenditures, coordinates the processing of purchasing documents.
- Responds to inquiries of a complex and technical nature requiring personal discretion and some familiarity with the subject matter.
- May prepare administrative reports by researching, assembling, and summarizing information and data.
- May perform any of the duties of an Administrative Assistant II including updating department websites and social media.
- 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
- High school graduation or tested equivalent and,
- Four years of increasingly responsible clerical experience.
OR
High school graduation or tested equivalent and,- Successful completion of two years of college-level course work (60 semester units) in Business or Public Administration or a directly related field and,
- Two years of clerical experience.
Knowledge :
- Standard office procedures, practices, and equipment.
- Proper grammar, spelling, punctuation and business correspondence format.
- 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.
- 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 :
- Type 55 words per minute or better.
- Effectively compose correspondence, assemble routine administrative reports, and edit the work of others.
- Effectively develop and coordinate office systems, arrange meetings and itineraries, and to work under pressure to meet deadlines.
Abilities :
- Perform responsible administrative and clerical support work with accuracy, speed, and minimal supervision.
- Communicate information clearly and concisely, orally and in writing.
- Organize own work, set priorities, and meet critical time deadlines.
- Maintain confidentiality of sensitive information.
- Understand and carry out oral and written directions.
- Analyze situations appropriately and adopt effective courses of action.
- Frequently exercises independent judgment and in the absence of specific instruction.
- Effectively organize, direct and review the work of other clerical staff.
- Interpret and apply legal statues, municipal code administrative and departmental policies and procedures.
- Compose correspondence and reports independently or from brief instructions, maintain records and databases.
- Establish and maintain effective working relations with City staff, City officials, outside agencies, and the public.
- Take and transcribe comprehensive minutes and other notes during meetings or from recorded dictation which involve technical information and terminology.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Operate desktop and laptop computers.
- Learn specialized software application programs, including programs for updating website and social media.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Make routine mathematical computations accurately.
- For positions assigned to the Police Department, successfully pass a law enforcement background investigation.
Licenses and Certificates
Possession and continued maintenance of a valid California Class C driver’s license.
Career Ladder
- Administrative Services Supervisor
- Administrative Assistant III
- Administrative Assistant I/II
Class Detail
Reports to: Department Director or assigned manager
Supervises: Various clerical classes as required
Bargaining Unit: Service
Supervises: Various clerical classes as required
Bargaining Unit: Service
Classification No.: 107
Date of Issue: 5/08
Supersedes: 09/17
Update: 07/22
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
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.
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.
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