Administrative Assistant III

The Position

There are currently two vacancies for Administrative Assistant III, one in the City Manager's Office and one in the Water Department. Under general supervision of the Department Director or assigned manager, the Administrative Assistant III 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.

City Manager's Office: This position will support City Council functions and the Commission for the Prevention of Violence Against Women. This is a fully-benefitted regular position working 40 hours per week. The Administrative Assistant III in this position will perform a wide variety of responsible, confidential, and complex technical and administrative duties for the Commission on the Prevention of Violence Against Women, the Mayor and City Council; will act as a liaison with City departments, staff, outside agencies and the general public; prepare reports and attend meetings. This is a great opportunity for those with an interest in learning about government functions and organization, and basic principles of regional, state, and federal level of government. The ideal candidate will possess the ability to develop and maintain effective relationships with elected officials and representatives of public and private groups,

Water Department: This position will provide administrative support the Customer Service, Customer Assistance, and Meter Operations sections in the Water Department. The Administrative Assistant III in this position will prepare reports, attend meetings, and perform a wide variety of technical and administrative duties. This is a great opportunity for those with an interest in learning about the Water industry, or have worked in utilities in the past. The ideal candidate will have an interest in utility billing, water metering, and/or assistance programming, This is a 40 hours per week and fully-benefitted limited-term position with a duration of two years.

APPLY NOW to be considered for ANY Administrative Assistant III positions that may occur in any City department within the next year. The eligibility list established from this recruitment is valid for up to one year from the date established unless the list is extended or abolished by the Human Resources Director.

Recruitment #25-013

Selection Timeline: (The following process may be changed as deemed necessary by the Human Resources Director.)

On Thursday, 09/05/24 recruitment will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted. To apply, submit:

Application - online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the Apply button to begin the online process.

Response to supplemental questions - will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here must also be included in your employment history on the main application.

Week of 09/09/24: Applications will be competitively screened based on the minimum qualifications for this position.

Weeks of 09/16 and 09/23/24: Once all applications have been reviewed applicants will be notified of their status in the recruitment and qualified candidates will be invited to participate in an online assessment.

Weeks of 10/07/24 or 10/14/24: Interviews will be tentatively scheduled for top qualified candidates.

Typical Duties

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

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

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