Administrative Assistant

3 weeks ago

Escondido, United States City of Escondido Full time

**Summary**:
If you want to join a hardworking team that shares a commitment to provide top-quality municipal services in a prime North County location, consider a career with the City of Escondido. We have an opening for the position of Administrative Assistant (Classified) 3/4 time in our Fire Department. For a complete listing of job duties and qualifications, please refer to the corresponding job description, which can be obtained from the Human Resources Department or downloaded from the City's website.

Under supervision, performs a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office; relieves department staff of routine administrative detail; receives and directs telephone calls and visitors; provides a variety of information to other agencies, City staff, and the general public; receives, routes, and distributes incoming and outgoing mail; and maintains a variety of files and records.

Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Administrative Assistant level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and/or fits an established structure or pattern. Exceptions or changes in procedures are explained as they arise. The Administrative Assistant (Classified) class is distinguished from the Administrative Assistant (Unclassified) class in that the latter routinely performs duties and assignments that require confidentiality and discretion related to employee and labor relations.

**Key Responsibilities**:

- The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices._

Assists the general public and outside groups and agencies by providing information related to specific program area of assignment; receives office and telephone callers; responds to complaints and requests for information relating to assigned responsibilities; refers callers to appropriate City staff for further assistance as needed.

Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems.

Performs a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; provides assistance to department staff, vendors, and the general public in assigned areas.

Types, word processes, and proofreads a variety of documents and forms including general correspondence, reports, and memoranda from rough draft or verbal instruction; disseminates information as appropriate.

Compiles, prepares, and enters data into a computer from various sources including accounting, statistical, and related documents; inputs corrections and updates; verifies data for accuracy and completeness; assists in the compilation of reports.

Processes mail including receiving, sorting, and distributing incoming and outgoing correspondence.

Maintains office supplies and inventories; order supplies as needed.

Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public and outside agencies.

As assigned, arranges and attends committee and staff meeting; takes, transcribes, and assures proper distribution of minutes.

Performs related duties as required.
**QUALIFICATIONS**
**Knowledge of**:
Modern office procedures, methods, and equipment including computers.

Principles and practices of fiscal, statistical and administrative research and report preparation.
Principles and procedures of record keeping.
Principles of business letter writing and basic report preparation.
Methods and techniques of public relations.
Mathematical principles.
Basic principles and practices of budget preparation and administration.
English usage, spelling, grammar and punctuation.
**Ability to**:
Perform a full range of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Effectively represent the City to outside individuals and agencies.
Research, compile, analyze, and interpret data.
Participate in the preparation of a variety of administrative and financial reports.
Prepare correspondence and memoranda.
Implement and maintain standard filing systems.
Type at a speed necessary for successful job perfor

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