Senior Administrative Assistant

Job Description:

Senior Administrative Assistant

Description

Position Description

RECRUITMENT OVERVIEW

The City of Tulare is currently recruiting to fill the position of Senior Administrative Assistant.

The City of Tulare is a vibrant and steadily growing community with a population of 70,693 located in the heart of California's Central Valley. The city provides a full-range of services to our citizens. The organization, staffed with 381 full-time employees, enjoys a culture of fiscal conservatism, collaboration, teamwork and dedication to public service and our community.

We are currently recruiting to fill one anticipated vacancy in our Police Department and an eligible list will also be established to fill future vacancies in this classification for a period of up to six months. This position is scheduled for a salary increase of 3.25% effective July 1, 2025. The new monthly salary rate at that time will become: $4,910.55 - $5,968.81

To be considered for this position applicants must submit an application with detailed information in each section of the application: Education, Work Experience, Certificates and Licenses, and Skills.

In addition to submitting a detailed application, applicants are required to respond to the supplemental questions associated with the application. Responses to the supplemental questions will be used to help us evaluate applicants’ qualifying knowledge, skills, and abilities. Resumes may be attached but will not be accepted in lieu of a complete, detailed application or in lieu of detailed responses to the supplemental questions.

The dates associated with the recruitment process are outlined in this job posting. For planning/scheduling purposes, please make note of the dates. For planning purposes, we are including reference to the written exam. Additional details regarding the exam will be sent via email, to qualified applicants after our screening process is complete.

TYPING CERTIFICATE

To be considered for this position applicants must submit a detailed application and a typing certificate demonstrating their ability to type a minimum of 40 WPM issued within the past twelve months. Most adult schools, community colleges, and staffing agencies administer typing tests. We also accept typing certificates obtained online from: https://www.ratatype.com

WRITTEN EXAM:

If we determine that you meet the minimum requirements for the position you will be invited to take the written exam, which is the first phase of our recruitment process.

The exam will be administered the afternoon of: MONDAY, FEBRUARY 10 th . The exam will consist of a multiple-choice format with the following content categories:
*Clerical Knowledge
*Written Communication
*Vocabulary
*Reading Comprehension
*Mathematical Ability

For planning purposes, we are including reference to the written exam. Additional details regarding the exam will be sent via email, to qualified applicants after our screening process is completed, no later than Friday, February 7 th at 12 noon.

INTERVIEW:

Applicants that achieve a minimum passing score of 70% on the written exam will be eligible to participate in the interview phase which will be conducted on: Monday, February 24 th .

POSITION OVERVIEW

Under general supervision, provides varied office administrative, secretarial, and general clerical assistance for the implementation and monitoring of specific departmental/divisional programs; provides information externally and internally regarding City/departmental policies and/or procedures; performs varied technical and non-technical support work for the department to which assigned such as telephone and counter reception, service coordination, word processing, data entry, report preparation, records management, and work order processing; and performs related duties as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management personnel. May exercise direct supervision of lower-level staff.

CLASS CHARACTERISTICS

This is the fully experienced level class within the administrative assistant series. Incumbents perform a variety of specialized and confidential administrative, secretarial, and clerical work for an assigned City department, including coordinating assigned programs and projects, providing general information to the public, and other administrative, budgetary, database, and support work.

This class is distinguished from the Management Analyst in that the latter requires an ability to plan, implement, and manage programs and special projects and demonstrates advanced knowledge and skills.

Examples of Essential Functions

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Plans, organizes, and executes administrative assignments and special projects related to assigned area of responsibility, including assisting with budget preparation, planning, and implementation; maintaining accurate and detailed records; verifying accuracy of information; researching discrepancies and recording information.
• Researches, compiles, and analyzes information; prepares specialized analytical reports relating to a core function of a departmental operation.
• Prepares, submits, and receives claims and requisitions; obtains quotes for specialized supplies and equipment; and/or authorizes payments and purchases.
• Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
• Serves as secretary to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas, and related materials, minutes, resolutions, and other formal documents; attend assigned meetings and take notes and dictation; transcribe notes and dictation into minutes; coordinate transfer of materials to the City Clerk's office for review by the City Council.
• Coordinates and schedules meetings, appointments, and speaking engagements for departmental personnel, appointed boards and commissions; arranges for meeting rooms and may attend meetings and take minutes.
• Serves as a liaison, through a variety of mediums, between key department personnel and other City departments and the general public.
• Addresses concerns, inquiries, and complaints from the general public and takes appropriate action to ensure an expedient and satisfactory resolution.
• Conducts research of State and Federal codes and statutes and other regulatory policies and procedures related to department projects.
• Develops, verifies, and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Performs personnel functions within the department, including preparing and maintaining personnel records related to files, training, evaluations, recruitment assistance, new hires, employment status, and workers' compensation; provides personnel reports and information to departmental personnel and others, as required.
• Processes and provides information regarding contracts and insurance documents.
• Schedules and coordinates activities and operations of a City facility or facilities, including arranging for appropriate staffing.
• Coordinates the completion of one or more departmental processes with little to no supervision; may include contract administration, applications, licenses, insurance documents, and permits.
• Plan, organize, and carry out administrative assignments; collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area.
• Provides technical and functional direction to assigned staff; reviews and controls quality of work; assists in completing employee evaluations; and assists in the selection and hiring of new staff.
• Compile office policy and procedure manual and maintain for department reference.
• Organizes and maintains various administrative, confidential, reference, imaging, and follow-up files; purges files as required.
• Prepares, copies, and distributes a variety of documents, including agendas, bid packages, contracts, and specifications; ensures proper filing of copies in departmental or central files.
• Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from public; enters/tracks public calls into appropriate computer databases; directs callers to appropriate City staff via switchboard or dispatching using a two-way radio as necessary; assists public at front counter and directs public to appropriate locations/staff.
• Composes, types, transcribes, researches, formats, and proofreads a wide variety of correspondence, minutes, reports, letters, and memoranda; types from rough drafts, verbal instructions or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggest corrections to drafts.
• Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested, including updating the website.
• Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in department and/or central files.
• Attends meetings, conferences, workshops, and training sessions and reviews publications and materials to remain current on principles, practices, and new developments in assigned work area.
• Performs other duties as assigned.

Qualifications / Requirements

QUALIFICATIONS

Knowledge of:

• Basic principles and practices of employee supervision.
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Applicable codes, regulations, policies, and technical processes and procedures related to the department to which assigned.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Business arithmetic and basic statistical techniques.
• Basic principles of record keeping and cash handling.
• Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for dealing effectively with the public, vendors, contractors, and City staff, in person and over the telephone.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.

Ability to:

• Plan, schedule, assign, and oversee activities of assigned staff.
• Inspect the work of others and maintain established quality control standards.
• Train others in proper work procedures.
• Identify and implement effective course of action to complete assigned work.
• Perform responsible administrative and secretarial support work with accuracy, speed, and minimal supervision.
• Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact, and discretion.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Learn, interpret, and apply administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests and interruptions.
• Compose correspondence and reports independently or from brief instructions.
• Organize, maintain, and update office database and records systems.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy.
• Take notes rapidly and accurately; transcribe own notes.
• Organize own work, coordinate projects, set priorities, meet critical time deadlines, and follow-up on assignments with a minimum of direction.
• Operate modern office equipment including computer equipment and software programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish and maintain effective working relationships with those contacted in the course of work.

REQUIREMENTS

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

Equivalent to the completion of the twelfth (12th) grade with supplemental training in administrative or secretarial skills and relevant computer software applications programs, and four (4) years of varied administrative support experience preferably involving some public contact.

License:

• Possession of, or ability to obtain, a valid Class C California Driver's License by time of appointment.

Additional Information

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects necessary to perform job functions.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

• Members of the California Public Employees' Retirement System (PERS). In accordance with the California Public Employees Pension Reform Act of 2013 (PEPRA), the City of Tulare will offer the following retirement benefit (2.0% at 62)to new PERSmembers beginning January 1, 2013 with three (3) years final compensation. Existing PERSmembers with no break in service will receive the 2.5% at 55formula with single highest year.
  
• City pays a portion of the employee and dependent coverage costs of group medical, dental and vision insurance. An opt-out plan is also available.
  
• Life insurance -$20,000 coverage.
  
• 10 working days vacation per year. Additional days based on years of service.
  
• 12 days sick leave per year.
  
• 15 holidays annually: 12 city observed holidays, plus birthday credit and 2 in-lieu holidays.
  
• Flexible benefit program - IRSSection 125 Plan.
  
• Deferred compensation plan - 457 Plans available.
  
  

Closing Date/Time: 2/5/2025 11:59 AM Pacific

Salary:

$57,071.88 - $69,371.16 Annually