Job Abstract

ADMINISTRATIVE ASSISTANT (non-exempt)
4.3% Salary Increase effective 7/8/2024
4x10 Schedule: Mon–Thurs
Open until filled with initial screening on: 6/11/2024

Essential Job Functions 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 the class. Reasonable accommodations may be made to enable individuals with disabilities to perform the following essential functions:

1. Assists the public over the telephone answering questions, receiving complaints, and transferring calls to the proper department or individual.
2. Greets public at reception area giving instruction, direction, and answering inquiries.
3. Applies a variety of office equipment including a computer and Microsoft Office applications Outlook, Word, Excel and graphics software programs.
4. Provides administrative support for Department in daily management of operations.
5. Serves as point of contact for the Community Development; provides information to the public to ensure an understanding of departmental policies and procedures.
6. Maintains calendar, makes follow-up calls, and initiates calls as necessary.
7. Answers, screens and routes telephone calls; greets, informs and directs visitors;
   communicates information and instructions as needed.
8. Assists customers by telephone or e-mail; responds to and takes action to resolve complaints from residents, businesses, others or refers complaints to appropriate staff.
9. Performs other clerical/administrative work as required, which may include but is not limited to copying documents, filing/retrieving files, reviewing and processing mail,
   faxing information, answering the telephone, scheduling appointments, meetings and events such as quarterly meetings, maintaining calendars, etc.
10. Gathers and summarizes data, composes correspondence and creates reports.
11. Maintains accurate and detailed records, often including confidential information, verifies accuracy of information, researches discrepancies, and records information.
12. Prepares and files legal notices, records documents, receives and processes applications and a variety of other activities as assigned.
13. Assists with electronic content management system; scans in documents, organizes and enters meta data, retrieyes information, and redacts information as necessary.
14. Interprets and applies administrative and department policies and rules.
15. Analyzes situations carefully and adopts effective courses of action.
16. Follows oral and written instructions; accepts direction from other City staff.
17. Works quickly, efficiently, and calmly under stressful conditions.
18. May assist with planning or coordinating activities or special projects as required.
19. Coordinates and/or attends various meetings and trainings as required or appropriate, represents department as assigned; makes travel arrangements.
20. May assist with planning, organizing, or coordinating administrative or management studies relating to departmental issues and programs.
21. Facilitates activities and coordinates projects and activities across divisions.
22. Provides technical assistance to others on administrative matters; edits drafts for composition and proper grammatical structure; Makes mathematical calculations.
23. Establishes and maintains cooperative working relationships with the public and with co-workers.

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education A High School diploma or equivalent. Prefer an Associate’s degree or higher in Business Administration from an accredited College or University.

Experience Three (3) years of increasingly responsible office support experience, performing administrative duties, including support work for one or more managers.

Desirable Bilingual Spanish highly desirable.

Condition of Employment Must possess and maintain a valid California Driver’s License and maintain a clean driving record for insurability through the City of San Jacinto. Failure to maintain license/insurability will result in disciplinary procedures including suspension without pay, demotion, and/or termination without Administrative or Judicial appeal.

Work Authorization/Security Clearance Must complete post-offer/pre-employment Department of Justice finger printing and background screening. Work authorization as required by the U.S. Citizenship and Immigration Services is mandatory within three business days of hire.

Disaster Service Worker Requirements Under California Government Code Sections 3100 - 3109, public employees are designated as disaster service workers. The term "public employees" includes all persons employed by the state or any county, city, state agency, or public district. Disaster service workers are required to participate in such disaster service activities as may be assigned to them by their employer or by law.

Pre-Employment All employment offers are contingent upon successful completion of a pre-employment physical exam, a criminal background investigation, which includes finger printing and a pre-employment physical and drug/alcohol test.

See full job descriptions at: https://www.governmentjobs.com/careers/sanjacintoca