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Administrative Support Specialist

2 months ago

Santa Monica, California, United States City of Santa Monica, CA Full time
Salary: $58, $72,060.00 Annually

Location: City of Santa Monica, CA

Job Type: Full-Time Permanent

Department: Various

Job Summary

As an Administrative Support Specialist, you will deliver a comprehensive range of intricate clerical assistance for designated divisions and/or departments. You will address public inquiries concerning division and/or department programs, services, policies, and procedures.

The established eligible list from this recruitment will be utilized to fill all permanent Administrative Support Specialist vacancies that arise within the City during the lifespan of the list.

Key Responsibilities

(Note: duties may vary depending upon assignment)

1. Draft and prepare various written documents, including letters, notices, memorandums, forms, contracts, reports, flyers, handouts, agendas, and minutes.

2. Review and edit written materials for precision, clarity, spelling, punctuation, and grammar. Prepare documents for publishing and storage in multiple electronic formats.

3. Conduct data entry and access data for edits, queries, and mathematical calculations. Prepare and format forms and reports.

4. Process requests for warrants and payment of invoices.

5. Respond to inquiries from the public and other City staff in-person, over the telephone, and via email. Assist customers with information and services, making referrals as necessary.

6. Provide information to the public and other City staff regarding division and/or department programs, services, policies, and procedures. Assist customers with business transactions, including completing required forms and processing payments.

7. Maintain and organize a variety of records, forms, documents, and correspondence. Develop and uphold division and/or department recordkeeping systems.

8. Manage office supplies and equipment, including ordering and issuing as needed.

9. Review timecards for accuracy, making necessary adjustments and processing in accordance with payroll procedures.

10. Sort and distribute division and/or department mail. Assist in preparing and distributing bulk mailings.

11. Schedule and coordinate appointments, meetings, hearings, and conferences. Prepare agendas and take minutes of meetings. Create transcripts of hearings or meetings from recordings.

12. Maintain routine bookkeeping and financial records.

13. Assist in collecting data for studies and surveys.

Knowledge, Skills, and Abilities:

Knowledge of:
1. Modern office procedures, practices, and equipment.
2. Business English, spelling, punctuation, and grammar.
3. Basic mathematics and recordkeeping principles.
4. Basic principles of supervision and effective training techniques.
5. Effective customer service strategies.

Ability to:
1. Organize and maintain office files for both electronic and hard copy documents.
2. Operate various office equipment.
3. Follow oral and written instructions effectively.
4. Respond to public inquiries with tact and professionalism.
5. Train, lead, and schedule the work of staff.
6. Provide exceptional customer service and establish effective working relationships with City employees and the public.
7. Perform basic mathematical computations and utilize independent judgment and initiative.
8. Maintain confidentiality and learn required software applications.

Skills in:
1. Typing at a corrected speed of 45 words per minute.
2. Proficient use of personal computers, including Microsoft Office and other relevant software.
3. Reading, writing, and communicating in English at an appropriate level.

Requirements:

Education, Training, and Experience:
Graduation from high school or equivalent. Three years of recent, paid work experience performing a variety of complex clerical support duties, including frequent public contact. An Associate's degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.

Supplemental Information:
The City of Santa Monica is committed to fostering a progressive, inclusive, and culturally-rich community. As leaders in public service, we aim to be an employer of choice by attracting and retaining a diverse workforce. Our goal is to create a welcoming environment where employees can thrive and where their differences positively impact our community.

The City is an equal opportunity employer and strives to build balanced teams from all backgrounds. We celebrate and embrace the diversity of our employees.