Administrative Secretary

Job Description:

Administrative Secretary

Description

Job Characteristics

***OPEN & PROMOTIONAL JOB OPPORTUNITY***

ADMINISTRATIVE SECRETARY

The City of Concord is seeking a self-motivated, customer service-oriented individual with excellent interpersonal skills to serve in the capacity of Administrative Secretary.

The current vacancy is in the City Clerk’s Office, providing administrative support to the City Clerk and Deputy City Clerk in the City Management Department. The eligible list from this recruitment will also be used for other upcoming vacancies that occur city-wide during the life of the list.

What the position will be doing:

The Administrative Secretary provides advanced-level administrative support including program responsibility; performs complex, technical assignments; coordinates office activities, meetings, and other events; performs complex word processing and typing; proofreads and prepares reports and correspondence; provides customer service over the phone and in-person to other city employees and the public; and recordkeeping and file maintenance duties.

We are looking for someone who:

• Is highly organized and has a strong attention to detail
• Can multitask and prioritize their work effectively
• Is a solution-focused problem-solver
• Possesses effective communication and conflict resolution skills
• Is proactive in the delivery of services
• Has the ability to collaborate with all internal staff and the public
• Has proficiency with Microsoft Word, Excel and Outlook
• Displays a mild temperament when dealing with difficult customers
• Has basic knowledge of legal procedures and requirements relating to official agendas, documents, reports, and related correspondence and materials
• Has strong writing skills
• Can handle complaints with tact and professionalism
• Who embraces, promotes and is guided by the City's Mission, Vision and Values.

What we offer:
The City of Concord offers the opportunity to take part in a collaborative and exciting work experience, where you can grow in your career while working alongside the community to make Concord a city of the highest quality. The City is an employer that invests in its employees’ professional and personal development, values work-life balance, is dedicated to employee wellness and provides numerous benefit and retirement options, to include the following:

• Participation in CalPERS pension, tiered based on date of hire
• A variety of health care plans or a cash-in-lieu benefit of $200 if waiving coverage
• City-paid dental insurance; employee-paid vision insurance
• Vacation accruals starting at 10 days per year, 12 days sick leave per year, and 11 paid holidays per year
• Generous tuition reimbursement program
• 457 deferred compensation plan
• Flexible spending accounts (FSAs) for healthcare, dependent care and commuting costs
• Life and disability insurance
• A wellness program that offers yoga and fitness classes, annual health expos, health and nutrition education, as well as a variety of mental health resources

*Salary is negotiable within the advertised range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found at www.cityofconcord.org.

SELECTION PROCESS

1. Submit a completed City of Concord application and the required supplemental question responses online at www.cityofconcord.org by 11:59 p.m. on Friday, November 22, 2024. Only application materials submitted online during the filing period will be accepted.

2. All qualified applications and supplemental responses will be competitively evaluated, and those candidates demonstrating the strongest qualifications for the position will be invited to participate in a written exam.

3. Candidates that pass the exam will be placed on the hiring list, based on rank, for further consideration to fill the current regular vacancy, as well as others occurring over the next 12 months.

Conviction History:
If you receive a conditional job offer, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction conflicts with the specific duties and responsibilities of the job for which you have received a conditional job offer. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances. Having a conviction history does not automatically preclude you from a job with the City of Concord.

Examples of duties include, but are not limited to

Types drafts and finished documents of a variety of materials from written or oral instruction, shorthand or transcription equipment, including correspondence, reports, charts, and other materials that may be technical or may include confidential information. Takes dictation, which may include minutes of informal or public meetings, and transcribes shorthand notes or machine dictation into finished documents. Composes routine correspondence on own initiative, or from brief notes or oral instructions. Initiates correspondence required for own area of responsibility. Proofreads typed or printed work and checks records and reports for grammatical construction, completeness, clerical and typing accuracy, and for compliance with established standards and special instruction. Responds to questions, inquiries and complaints regarding departmental policies, procedures, and practices, ensuring the appropriate distribution and release of information designated as confidential. Prepares reports and may compose appropriate written responses to inquiries and complaints where the information may be gathered from several sources or may be difficult to organize and compile; searches records and provides factual data from information on file. Coordinates overall office activities and workflow; performs administrative detail, such as coordinating and scheduling activities related to assigned program responsibility; coordinates activities to ensure timely submission of documents or information that may be required of several staff personnel to complete a major project; and acts as liaison between departments and other agencies. May participate in the interview and selection of full-time clerical employees; may provide lead direction and training to a group of full-time clerical employees; may provide input regarding performance for employee evaluations. Arranges meetings, Department events and schedules appointments; receives visitors and calls for information requests, directing caller or relaying information to the appropriate parties; makes travel arrangements and conference reservations; may open, sort and distribute mail; monitors office supplies and maintains designated levels. May provide administrative support in departmental budget preparation and budget monitoring activities. Establishes and maintains logs, filing and other recordkeeping systems. For relief or training purposes, may be assigned clerical or secretarial activities of other personnel. Promotes the City's Mission to make Concord a city of the highest quality by providing responsive, cost-effective, and innovative government services; understands and subscribes to the Vision and Values Statement adopted by the City. Performs other work as assigned.

Qualifications

Knowledge and Abilities
Advanced knowledge of modern office procedures and practices; of modern computer word processing, office, electronic mail and calendar software applications; of correct punctuation, spelling, and grammatical usage, together with a good vocabulary; of filing, indexing, and cross-referencing methods; of the types and uses of common office materials and machines; of program area or technical activities to which assigned.

Ability to organize and coordinate an office's activities; compose correspondence; perform independent research of a variety of office and technical issues; prepare and maintain accurate records and reports; to make simple arithmetical calculations; to perform administrative detail and liaison activities; to direct the work of others; to learn and develop recommendations regarding the policies and procedures pertaining to the work; to perform and coordinate both highly complex and routine clerical work; to pay close attention to technical detail while coordinating and performing multiple activities; to work effectively under pressure and with frequent interruptions; to understand and carry out oral and written instructions; and to establish and maintain cooperative and effective relationships with those contacted in the course of work.

Education: Satisfactory completion of high school or the equivalent, supplemented by completion of specialized secretarial or clerical coursework.

Experience: Four years of responsible secretarial work, including public contact and preferably including experience related to assigned program area or technical activities.

Other

Selected positions require a California Driver's License and satisfactory driving record as a condition of initial and continued employment.

EEO/ADA: The City of Concord is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants.

If you have a disability and require accommodations in the testing process, please contact Human Resources at 925-671-3308 or hrdept@cityofconcord.org prior to the final filing date.

The City of Concord takes pride in offering a generous benefits program that provides flexibility for the diverse and changing needs of our qualifying employees.

For a complete overview, click here .
Below is a brief listing of what the City offers:

• Dental & Vision Insurance
• Employee Assistance Program
• Health Insurance
• Holidays
• Life Insurance
• Pre-tax Savings Benefits
• Retiree Medical (3 levels based on date of hire)
• Retirement Program
• Short-term Disability*and Long-term Disability
• Social Security/Medicare
• Vacation & Sick Leave

*Not available for sworn personnel.

Closing Date/Time: 11/22/2024 11:59 PM Pacific

Salary:

$69,160.00 - $88,254.40 Annually