Job Abstract

This position is open until the needs of the City are met, so interested applicants are encouraged to apply immediately. First review of applications will begin on Thursday, July 25, 2024, at 5:00 pm.

SUMMARY DESCRIPTION
The City of Del Mar is looking to hire a dynamic and effective local government administrative professional to serve as the Administrative Assistant I/II for the Administrative Services Department. The position is focused on administrative support functions and serves as the first point of contact for visitors to City Hall. Duties may include staffing the City Hall front desk, assisting the City Clerk, Human Resources, and Finance divisions with administrative tasks include agendas, minutes, managing records, and data entry. The City is seeking someone with strong, diverse administrative and organizational skills, customer service-oriented attitude who is a good communicator, quick-learner and eager to work in a highly engaged community. Experience in a local government setting is desirable, but not required

The Administrative Services Department consists of the City Clerk, Human Resources, Finance, Risk Management and Information Technology divisions. The ideal candidate for the Administrative Assistant I/II position will have a diverse, generalist administrative background, strong professional communication and customer service skills, and knowledge of local government operations. Successful candidates possess the ability to work independently to complete assignments and the ability to work as part of team with other City employees, outside stakeholders, and members of the public.

Under general supervision, Administrative Assistant I/II performs a variety of difficult, responsible and specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connec­tion with department work processes; interacts with City personnel and the public on technical matters; and performs related duties as assigned.

While the role of the Administrative Assistant I/II to the Administrative Services Department requires flexibility and resourcefulness, the position is generally responsible for the following areas:

General Department Support: Perform with a considerable degree of independent accountability, difficult technical and administrative work in support of a department’s core functions and processes, including but not limited to:

• Provide administrative support to the Department's divisions and prepare related documentation including but not limited to meeting agenda, minutes, letters, and notices.
• Order department supplies and maintain accurate, current inventories of equipment and/or supplies.
• Preform front desk duties and interact with the public on technical and/or sensitive matters.
• Process payments for parking citations, planning & building fees, business licenses and other City fees and reconcile the related cash receipts.
• Perform other technical and administrative tasks of equivalent difficulty.

Customer Service: Regularly interact with the public in-person, through email, and over the phone to skillfully handle inquiries or complaints that may require the use of judgment, tact, sensitivity and the inter­relation of policies, rules and procedures.

Data Entry and Records Management: Design, organize and maintain specialized and custom forms, records, reports, files and logs to support technical work processes in areas of assigned responsibility, spread­sheets requiring data interpretation and manipulation. In addition, the Administrative Assistant I/II files, maintains, archives, and destroys records in accordance with the City retention schedule.

Purchasing: Review and code departmental expenses, prepare requisitions and purchase orders for designated equip­ment, materials, supplies and/or services.

Writing and Correspondence: Compose correspondence, reports and informational materials; proofread and check City materials for accuracy, completeness, and compliance with policies and regula­tions and deter­­mines the priority of and routes department’s incoming correspondence.

Secretarial Duties: Perform secretarial and administrative support functions for managers, supervisors and staff, including but not limited to scheduling assigned appointments, meetings and conferences, coordinating arrangements and setting up meet­ing rooms, and preparing and/or assembling meeting materials.

Please Note: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. A complete outline of the Administrative Assistant I/II job classification can be found here.

Knowledge of:

• Office administration practices and procedures.
• Principles and practices of sound business commun­ication.
• Correct English usage, including spelling, grammar and punctuation.
• City organization, ordin­ances, rules, policies and procedures applicable to departmental operations.
• Terminology, technical work processes and local, state and federal requirements applicable to areas of assigned responsi­bility.
• Basic functions of public agencies, including the role of an elected Council and appointed boards and commissions.
• Advanced uses of word processing, spreadsheet, database and other standard soft­ware to create complex documents and materials requiring the interpretation and manipulation of data.
• The City’s personnel policies and labor contract provisions and timekeeping requirements.
• Budget­ing, recordkeeping, filing and purchasing practices and procedures.
  

Ability to:

• Operate a computer using word processing and spreadsheet software.
• Type accurately at a speed necessary to meet the requirements of the position.
• Organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility.
• Interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures.
• Organize and maintain office and technical, specialized files.
• Compose correspondence from brief instructions.
• Communicate clearly and effectively orally and in writing.
• Understand and follow written and oral instructions both with City staff and customers.
• Prepare clear, accurate and concise records and reports.
• Use tact and discretion in deal­ing with sensitive situations and concerned people and customers.
• Establish and maintain effec­tive working relationships with City managers, staff and others encountered in the course of work.
  

Experience and Training:
A typical way of obtaining the knowledge, skills and abilities outlined above is:

• Graduation from high school or G.E.D. equivalent; and
• Three years of increasingly responsible office administrative, special­ized administrative support or secretarial experience; or an equivalent combination of training and experience.
• Experience in a government setting is highly desirable

PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands
While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Mental Demands
While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with City managers, staff, customers, the public and others encountered in the course of work, some of whom may be dissatisfied or abusive individuals.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encoun­ters while performing the essential functions of this class. Reasonable accommodations may be made to enable individual’s with disabilities to perform the essential functions.

Employees work under typical office conditions, and the noise level is usually quiet. In certain assignments, an employee may occasionally work near moving equipment and be exposed to toxic or caustic chemicals, biological hazards, airborne fumes, outdoor weather conditions and loud, pro­longed noise.