Description

DEFINITION

Under general supervision, provides a wide variety of administrative and secretarial support within the City Manager’s office or another City department; coordinates office activities; and, performs other related work for an assigned department/division as required.

CLASS CHARACTERISTICS

This class is distinguished from the Administrative Assistant series by the former requiring a broader understanding of City functions, and a greater emphasis on preserving the confidentiality of sensitive information and the performance of highly technical assignment involving functions of the assigned department.

SUPERVISION RECEIVED AND EXERCISED

Receive supervision from the City Manager/Deputy City Manager or Department Head/Manager. Exercises no direct supervision over staff.

EXAMPLES OF DUTIES (illustrative only) Duties may include, but are not limited to:

• Receives and screens visitors and telephone calls, providing factual information which may require the interpretation of City policies and procedures; takes messages or refers the caller to the appropriate person.
• Provide administrative support for the entire department (e.g. distribute and send mail, postings, arrange food and beverages, and set up and take down meetings, etc.)
• Researches, synthesizes, and compiles data for informational purposes, projects, or special reports or summaries.
• Implements and manages department filing system including records retention schedules both electronic and physical.
• Maintains confidential office files, records, and indexes.
• Schedules appointments, makes travel arrangements, maintains calendars and arranges and coordinates meetings and events.
• Prepares purchase requisitions, maintains records of purchase, and processes invoices.
• Perform data collection, analysis, and entry.
• Prepares charts, reports and/or narrative summaries.
• Accurately drafts and prepares letters, contracts, agendas, documents, memos, meeting minutes, reports, and correspondence.
• May attend a variety of meetings with City staff, contractors, vendors, representatives of other governmental and/or regulatory agencies and the public, to identify, discuss and/or resolve problems.
• Coordinates purchasing and ordering supplies; contacts vendors; obtains the best terms and prices; arranges for delivery; and processes paperwork for payment.
• May assist in the development and administration of the annual program and/or departmental budget.
• When assigned to the City Manager’s office, supporting the City Clerk in preparing, routing for signature, and scanning City documents.
• Prepare and plan for special events.
• Performs other duties as assigned.
  
  

Ideal Candidate

Minimum Qualifications

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

PATTERN I

EXPERIENCE – Two years of experience as an Administrative Assistant III with the City of Union City.

OR

PATTERN II

EDUCATION – A Bachelor’s degree from an accredited college or university.

AND

EXPERIENCE – One Year Of Administrative Support Or Secretarial Experience.

OR

PATTERN III

EXPERIENCE – Five Years Of Administrative Support Or Secretarial Experience.

Experience working in Tyler Munis software is highly desirable.

Licenses And Certificates

Possession of a valid California Driver's License.

Notary Public, or the ability to obtain, within six (6) months of appointment, and maintain as a condition of employment for City Manager's Office department. The City will pay for training and license fees.

Knowledge Of

KNOWLEDGE, SKILLS AND ABILITIES:

• Federal, state, and municipal laws and procedures.
• Departmental operations, goals, policies and procedures.
• Modern office practices and procedures.
• Software applications and office equipment related to the work.
• Mathematics, including basic statistics and accounting principles.
• Proper English grammar, spelling, punctuation, etc.
• HR Systems (Such as Tyler Munis Enterprise Resource Planning software) to ensure efficient, accurate adn centralized data management.
  
  

Ability To

• Interpret, explain, and apply policies and procedures.
• Communicate effectively, orally and in writing, with a wide variety of audiences.
• Interpret and apply guidelines, procedures, and directions accurately and efficiently.
• Prioritize multiple work assignments and meet critical deadlines.
• Handle confidential and sensitive information with discretion.
• Analyze problems, evaluate alternatives, and make sound recommendations.
• Establish and maintain accurate and confidential records and filing systems.
• Establish, and maintain effective work relationships with those contacted in the performance of duties
• Work independently and as part of a team.
• Demonstrate initiative.
• Exercise independent judgment.
  
  

Working Conditions, Ada And Other Requirements

The City of Union City is an equal opportunity employer. The City of Union City will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities.

Employees of Union City are, by State and Federal law, Disaster Service Workers. In the event of a declaration of emergency, any employee may be assigned activities that promote the protection of public health and safety or the preservation of lives and property, either within the local or their own community.

Positions in this class typically require: sitting, walking, standing, reaching, pushing, pulling, lifting, stopping, kneeling, crouching, grasping and repetitive motions. Incumbents generally work in a typical office environment with adequate light and temperature.

Sedentary work. Exerting up to 40 pounds (weight of a file box) of force occasionally to lift, carry, push, pull or otherwise move objects.

Travel: Positions in this class may require local and statewide and interstate travel as necessary.