APPLICATION FILING PERIOD
This recruitment is set to close on Wednesday, May 15, 2024. We encourage interested applicants to please apply promptly as this recruitment may close at any time.
This current vacancy is with the City's Finance Department.
JOB SUMMARY
Under general direction to perform a variety of difficult confidential, secretarial, office, and administrative support work for a City Department Director or the City Manager; to coordinate the office support work for an assigned Department; to provide information to the public and other City employees on the functions, policies, and administrative procedures of the Department; and to perform related work as required.
This is a specialized class for positions which provide general office support coordination for an assigned City Department, as well as performing a variety of difficult secretarial and administrative support assignments for a Department Head or the City Manager. This is a part-time non-benefited position.
Performs difficult confidential, secretarial, office, and administrative support assignments for a Department Head or the City Manager; establishes and maintains filing systems; coordinates processing of employee evaluations and personnel action forms; provides work coordination for Department office support functions; organizes information and assists with the preparation and distribution of reports; may take minutes and maintain records of Department staff meetings and public meetings of elected and appointed officials; answers the telephone and receives office visitors providing a variety of information about the policies and services of the assigned Department; responds to citizen complaints or refers persons to other appropriate City personnel; maintains appointment calendars and makes travel arrangements for Department staff; assists with the preparation and monitoring of the Department budget; coordinates submission of Department time cards, office equipment and supply requests to City accounting; reviews and prioritizes Department mail and refers some items to other departments; assists with studies, projects, surveys, and special events planning; may perform some notarial acts; operates office equipment.
Possession of an appropriate California driver's license may be required.
Training and Experience: Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Graduation from high school or G.E.D. is desirable, including or supplemented by course work in office skills and secretarial and business practices.
Work Background: Three years of broad and extensive office assistance, secretarial, and administrative support work experience, preferably including some experience working with a local government agency.
Knowledge of:
- Department policies, rules, and regulations where assigned.
- Modern office methods, procedures, and equipment.
- Account and statistical recordkeeping.
- Basic mathematics.
- Correct English usage, spelling, grammar, and punctuation.
- Word processing and other computer programs, such as Word, Excel, and Outlook.
- Virtual meeting platform applications such as Zoom, GoToMeeting, Webex, Google Meet, and MS Teams.
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.
- Interpret and apply Department rules, laws, and policies while carrying out a variety of administrative support, difficult office assistance.
- Provide coordination for Department office support functions.
- Organize and maintain complex filing and recordkeeping systems.
- Prepare and maintain a variety of records and reports.
- Perform financial and statistical recordkeeping.
- Organize and maintain department budget.
- Type at a speed necessary for successful job performance.
- Ability to use a standard PC with word processing and spreadsheet capabilities and related office equipment to accomplish required tasks.
- Compose correspondence both independently and from rough draft.
- Effectively represent the Department with concerned individuals, organizations, and other public agencies.
- Establish and maintain cooperative working relationships.
- Communicate effectively orally and in writing.
- Compose correspondence, weekly reports/newsletters and Citywide emails.
PLEASE NOTE:
*As of August 24, 2021, the City of Montebello implemented a COVID-19 Vaccination Policy. Employees must be fully vaccinated for COVID-19 before starting work or no later than October 14, 2021. The City encourages applicants to get a free vaccination at a place of their choice or at any walk-in clinic. A candidate’s vaccination status will be reviewed as part of the post-offer pre-employment physical examination. Request for exemptions to the mandatory vaccination policy may be submitted for a medical or sincerely held religious belief and will go through a determination process.
** The City of Montebello is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices.
