Administrative Assistant

  This recruitment will be used to establish an eligibility list to fill current vacancies. The list may be used to fill future vacancies. 

Gone are the days of the Administrative Assistant sitting at a desk focusing only on answering phones and filing. The Administrative Assistant is a creative problem solver that uses emotional intelligence and excellent communication skills to work well with others and anticipate the needs of the team. Along with providing fresh ideas and new processes based on their understanding of the City’s business and its culture, the Administrative Assistant regularly engages with employees and residents and strives for the ultimate goal of providing amazing customer service to all.    This position might be perfect for you if:  You excel at customer service and genuinely enjoy helping people.  You have a knack for organization, multi-tasking and juggling multiple assignments at once.  You thrive in a fast-paced environment and are motivated to take projects across the finish line.  You are self-driven and take initiative with a positive and can-do attitude.  You have a talent for effectively communicating with people from all walks of life.  You are resourceful, creative, and think outside the box to solve problems.  You demonstrate flexibility in your ability to shuffle changing work priorities. You are a team player and enjoy working in a supportive team that prioritizes fun.   ABOUT THE CITY MANAGER'S OFFICE:The City Manager’s Office (CMO) leads the implementation of many City Council policy objectives and oversees a variety of multi-departmental programs and initiatives, including Data and Performance Measurement, Team RC DRIVE (Diversity, Respect, Inclusion, Value, Equity), the nationally recognized Healthy RC initiative, the award-winning Community Affairs Network (CAN), the Legislative Advocacy Program, and the Public Art and Placemaking Program, among others. The Administrative Assistant position is a key position in the City Manager’s Office and will work closely with all City departments to promote a high quality of life for the community. This position offers a fast-paced, creative, and meaningful work experience with opportunities for continued learning and growth.   The City Manager’s Office is committed to building a diverse team, fostering an inclusive culture, and investing in equity across our programs and services. We believe building a team diverse in people, ideas, and experiences allow us to be more successful in our jobs and better address the needs of our community. We believe that local government and the community it serves are enhanced when diverse groups of people with diverse ideas come together to design and deliver equitable and high-quality services and programs. We believe the foundation for our work to be successful is embedded in consistent equitable and inclusive community engagement practices. You'll be responsible for:  Answering calls from the community and finding answers to their questions or concerns  Distributing incoming mail and processing large, outgoing bulk mailers  Maintaining monthly credit card and budget logs  Processing invoices, subscriptions, contracts, and memberships  Processing onboarding for new employees  Preparing proclamations and certificates for Council Meeting and events  Assisting with the distribution of legislative letters and press releases to elected officials  Assisting with meeting set-up and clean-up on Council Days and special meetings and events as needed. ABOUT THE HUMAN RESOURCES DEPARTMENT:The Human Resources Department recognizes that our employees are our most valued asset. We work collaboratively with departments to recruit, develop and engage a high-quality workforce that supports and fosters a dynamic, customer-oriented, and safe environment for our Team RC members. Being forward-thinking, we look for ways to improve the efficiency and effectiveness of processes for optimal success. The HR Team enjoys partnering with departments to assist in areas including, but not limited to: employee training and development, succession planning, employee engagement, performance management, recruitment and selection, on-boarding, leave of absence, benefits administration, workers' compensation, public liability, general insurance, City and special event insurance, and safety awareness and training, including compliance with Occupational Safety and Health Administration (OSHA) guidelines and employee wellness programs.  You'll be responsible for:  Welcoming all our internal and external customers to HR. Receiving calls from the community/employees and finding answers to their questions or concerns.  Organize and execute wellness events such as the Annual Health Wellness & Rideshare Fair, Bring Your Dog to Work Day, Bring Your Kid to Work Day, Ice Cream Day, and MUCH MORE  Maintaining monthly credit card reconciliation and budget logs.  Processing invoices, subscriptions, and memberships.  Distributing incoming mail and large outgoing bulk mailers.  Assist with assigning mandatory training and maintaining logs.  Employment verifications. Organizing and ordering office supplies.  Collaborating with City Clerks Department on maintaining proper records and retention schedule. Assisting candidates for employment of the status of their application. Assisting in the organization and preparation for interview panels, employee training, and workshops. For more information on this position, please visit the job description here.  RECRUITMENT SCHEDULE: Application Deadline: Wednesday, June 5, 2024, at 5:00pmTentative Panel Interview: Week of June 17, 2024Tentative Department Interview: Week of June 24, 2024**All dates are subject to change at the discretion of the personnel officer**

Education and/or Experience:Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying.  A typical way to qualify is: Equivalent to graduation from high school and 2 years of progressively responsible administrative experience. Knowledge, Skills, and Abilities:Office procedures; office equipment; telephone etiquette; rules of proper English usage, grammar, punctuation, and spelling; the use of  personal computing equipment and associated office software used for word processing and spreadsheets; basic record keeping principles and practices; business letter writing and the standard format for typed materials; arithmetic calculations including percentages, fractions, averages or other formulas; perform detailed office support work within classification level; type routine correspondence from drafts; use initiative and sound independent judgment within established guidelines; organize and prioritize work; maintain accurate files and records; establish and maintain effective working relationships with those contacted in the course of the work; operate a variety of office machines including but not limited to a multi-lined telephone, facsimile machine, calculator and copier; establish and maintain various electronic and/or manual recordkeeping systems.Special Requirements:Specified assignments require possession of a valid California Driver's License. All levels require a minimum keyboarding ability of 40 words per minute or demonstrated proficiency at an advanced level in Word.

APPLICATION PROCESSAll applicants are required to apply online at www.cityofrc.us. The closing date is 5:00 PM on Wednesday, June 5, 2024, or until a sufficient number of applications have been received. Applications must be complete and demonstrate that the minimum qualifications are met. All statements made on the application are subject to investigation and verification.  Resumes may be attached to the completed application form as supplemental information but will not be accepted in lieu of an official application form. Applications will be screened and the most qualified candidates who best match the needs of the City will be invited to compete further in the examination process. Candidates who meet the minimum qualifications will remain, candidates, until a final offer is accepted by the candidate who most closely meets the requirements of the City.  The City may conclude that none of the candidates, even those who meet the minimum qualifications, are appropriate for the position. Successful candidate will be required to: Complete a verification form designated by Immigration and Naturalization Service to certify that they are eligible for employment in the United States of America; and Pass a pre-employment medical exam, Pass a reference and background verification. References will not be contacted until mutual interest has been established. If hired, candidate will be required to complete a verification form designated by Immigration and Naturalization Service to certify that they are eligible for employment in the United States of America and furnish proof certifying legal authorization to work in the United States. The City of Rancho Cucamonga Participates in E-Verify.  Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. In accordance, the City will provide the U.S. Citizenship and Immigration Services and, if necessary, the Department of Homeland Security and Social Security Administration, with information from each new employee's Form I-9 to confirm work authorization.  For additional information regarding E-Verify, the Federal Government's online employment eligibility verification system, please visit www.uscis.gov.DisclaimersThe City of Rancho Cucamonga is an Equal Employment Opportunity Employer.  In addition, the City of Rancho Cucamonga abides by a nepotism policy that may preclude you from being hired if the City employs a relative. The City of Rancho Cucamonga makes reasonable accommodations for disabled persons, considering each situation on an individual basis. Please make direct requests for accommodation to Human Resources.  For information on Employee Rights under the Family and Medical Leave Act, please click here (Download PDF reader). There is a no smoking policy in effect in all City Offices and vehicles.  Finally, please note that the provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice. Questions regarding this recruitment may be directed to Human Resources at Careers@CityofRC.us. Applicants may wish to visit the City's official website at www.cityofrc.us for more information.