Clerical Series: Administrative Secretary

Carlsbad -The Community:

This nearly 40 square mile city is ideally situated in north San Diego County with an approximate population of 115,000. It offers a great climate, beautiful beaches, lagoons and abundant natural open space. World class resorts, family attractions, well planned neighborhoods, a diverse business sector and a charming village atmosphere combine to create the ideal California experience.

 

DEI Statement: 

The City of Carlsbad embraces diversity, equity and inclusion in the workplace and recognizes the vital relationship of a culturally diverse, engaged work environment and innovative excellence. A diverse, equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.   

The City of Carlsbad is conducting a test to establish an eligibility list (which will provide opportunities for hiring throughout the next 365 days from the date of the finalized list) for immediate and anticipated vacancies throughout the City of Carlsbad.

The Clerical Series recruitment will remain open until May 27, 2024, at 5:00 pm, or when 100 applicants are received, after which the position will close. 

During this recruitment process, we will sort applicants into the following levels: 

* Office Specialist II
* Senior Office Specialist
* Secretary
* Administrative Secretary

It is important that your application, resume, and responses to the supplemental questionnaire, show all relevant education, training, experience, knowledge, abilities, and skills that would qualify you for the position level you are interested in. 

All candidates must pass the written exam in order to continue in the recruitment process unless they are currently an incumbent in any of the Full-Time Clerical Series Positions with the City of Carlsbad (Office Specialist II, Senior Office Specialist, Secretary, or Administrative Secretary).

Panel Interviews:

* Candidates are selected to move forward based on experience and written exam scores.
* Interview dates will be determined after the written exams are conducted.

A detailed resume will not be accepted in lieu of a completed application or in lieu of responses to the supplemental questionnaire. 

Due to the volume of applicants, applications (including supplemental questions) not completed in their entirety may be screened out of the process.Below are samples of the position responsibilities:

Office Specialist II:

The journey level class, which may be filled by advancement from the lower class of Office Specialist I, or when filled from the outside, requires prior clerical experience and advanced skills. This level works under general supervision and, within a framework of established procedures, is expected to perform a wide variety of general clerical duties with only occasional instruction or assistance. Incumbents require a general knowledge of departmental procedures and precedents, and the ability to choose among alternatives in solving problems. Employees in this class often have contact with the public, answering a variety of questions requiring knowledge of related departmental policies and procedures. Work is normally reviewed only on completion and for overall results. Depending upon assignment, may provide instruction or assistance to lower level staff in the absence of the immediate supervisor or manager, or as requested.

Senior Office Specialist:

The specialized class requiring in-depth knowledge of a skill level, e.g., word processing, spreadsheet program; or knowledge of a technical area; or broader scope of clerical/secretarial responsibilities, e.g., entry-level secretarial in a small or limited program area. Generally, this level requires more formal training or a longer period of exposure to department operations in order to learn the more technical or detailed procedures. Incumbents work independently under broad guidelines and are expected to handle a wide variety of situations with review of overall results. Depending upon assignment may provide instruction or assistance to lower level staff in a lead capacity.

Secretary:

The experienced journey-level class performing a wide variety of tasks, duties and responsibilities at an advanced technical skill level. Assignments may vary from general support of several staff to specialized support in a technical area. Employees are expected to perform independently under general supervision and are reviewed for end result or product.

Administrative Secretary:

The senior or executive level class. Employees at this level are distinguished by the scope and magnitude of job responsibilities, discretion in decision-making and accountability expected. The work requires in-depth knowledge of activities or operations in order to analyze and interpret information and make decisions based on non-standard or diverse guidelines rather than those readily established. Only purpose and objectives are defined with supervisory review on final results or compliance to objectives. Typical administrative assignments may include a combination or majority of the following duties: input and monitoring of budgets; payroll/personnel processing; handling confidential/sensitive information; supervising others; composing correspondence or researching and drafting information for correspondence or reports; and interacting with high level or critical contacts in providing information.To perform a job in these classifications, an individual must be able to perform the essential duties as generally described in the specification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties in a specific job.

To view the full job descriptions and the required knowledge, skills and abilities for each position, please follow the hyperlinks below:

* Office Specialist II
* Senior Office Specialist 
* Secretary
* Administrative Secretary

To view the job titles and salary ranges please refer to the following links:

* Job Titles & Salary Ranges

Any combination of education and/or experience that could likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required knowledge, skills, and abilities would be:

Office Specialist II:

* One year of clerical experience performing varied clerical duties

Senior Office Specialist: In addition to the Experience and Education of the Office Specialist II

* Two years progressively responsible experience including one year in a specialized capacity
* One year of specialized experience may be substituted with a combination of applied coursework or demonstrated competencies of knowledge and abilities through a proficiency program



Secretary: In addition to the Experience and Education of the Senior Office Specialist

* Two years of progressively responsible clerical and secretarial experience

Administrative Secretary: In addition to the Experience and Education of the Secretary

* Four years of progressively responsible journey-level clerical and journey-level secretarial experience