What are the responsibilities and job description for the Administrative Clerk II position at City of Downey, CA?
ABOUT THE POSITION
This recruitment will remain open until a sufficient number of qualified applications have been received and may close without prior notice. The first review of application will take place on Tuesday, November 16, 2021.
Performs variety of entry level administrative and routine analytical duties in support of various administrative operations and activities within an assigned department.
This position may be utilized in different departments throughout the City. The current vacancy is in the Community Development Department.
The Community Development Department is seeking an individual that enjoys working with the public, serving our community, and thrives in a team environment. This position supports a very busy Code Enforcement Division that is engaged in beautifying our community.
An Eligible List of qualified applicants will be established from this recruitment. The current need is for one full-time position; however, the Eligible List may be utilized to fill other full and part-time vacancies as needed. Generally, a valid Eligible List is in effect for up to one year, unless the List expires sooner.
EXAMPLES OF ESSENTIAL FUNCTIONS
The following examples are intended to describe the general nature and level of work performed by persons assigned to this classification.
- Performs various administrative and routine analytical support duties in support of assigned City department.
- Receives high volume of calls from the public.
- Serves as liaison between assigned office and other City staff, the general public, and outside agencies.
- Acts as a liaison and provide information and assistance as appropriate.
- Composes correspondence and prepares responses to requests for information.
- Utilizes various computer applications and software packages;
- Enters data and maintains and generates reports from a database or network system.
- Creates documents using word processing software.
- Participates in coordinating assigned activities with other divisions, outside agencies, and the general public.
- Processes mail including receiving, sorting, date-stamping, logging and distributing incoming and outgoing correspondence and packages.
- Maintain calendar of activities, meetings, and various events for assigned staff; coordinates activities and meeting with other departments and the public; attends committee and staff meetings.
- Receives, processes, and files library bills; drafts and manages purchases orders.
- Perform other related duties as assigned.
QUALIFICATIONS
Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination is as follows:
Ability to speak Spanish is highly desirable.
Education: High school graduate or equivalent supplemented by specialized clerical courses.
Ability to speak Spanish is highly desirable.
Education: High school graduate or equivalent supplemented by specialized clerical courses.
Experience: Two (2) years of experience in the area of general clerical support. Experience performing general clerical support duties for a municipal agency is highly desirable.
Knowledge of: Office practices and procedures including proper phone etiquette; file maintenance and record keeping systems; proper operation of office equipment, including a personal computer using Windows based software for word processing, spreadsheets, and databases; basic math; appropriate business writing; correct English grammar, spelling; and effective public relations skills.
Ability to: Work with the public and route requests and complaints to Code Enforcement Division staff; understand and carry out written and verbal instructions; operate standard office equipment, including a personal computer using Windows based software; ability to learn and understand pertinent procedures and functions quickly as related to division and/or department operations; furnish accurate information to others; perform under minimal supervision using appropriate judgment; work effectively under pressure in a busy office environment with frequent interruptions; accept responsibility and accountability for the performance of duties; maintain effective and cooperative working relationships with those encountered in the performance of duties, including the general public and communicate clearly and effectively, both verbally and in writing.
Administrative Clerk II requires ability to keyboard at the desired rate of net 45 words per minute (wpm).**
**An Administrative Clerk II applicant must attach to their application a typing certificate that is current within twenty-four (24) months from date of application with the City of Downey. A typing certificate may be obtained from a local college, adult school, or employment agency. A fee may apply. Typing certificates obtained over the Internet are NOT acceptable. Please visit the Applicant Resources section of the Human Resources website for suggestions on acceptable agencies who administer typing tests to the public. Failure to attach the required typing certificate will result in an application being removed from further consideration.
ADDITIONAL INFORMATION
Physical Tasks and Environmental Conditions: The duties and responsibilities of this position are performed in an office environment and involve sitting, standing, and walking for prolonged or intermittent periods of time and include reaching above and below shoulder level, bending, and twisting at the waist to perform desk work and operate general office equipment including a personal computer with keyboard for prolonged or intermittent periods of time. The operation of a personal computer and mouse requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch and glare from the computer. The ability to communicate effectively is required. An incumbent must be able to safely lift and carry books, files, and reports weighing up to 25 pounds.
Testing & Selection Process: All applications materials received by the application deadline will be reviewed and evaluated on the basis of information submitted to determine the level and scope of the candidate's preparation for the position. All information supplied by applicants is subject to verification.
The acceptance of an employment application depends upon whether or not an applicant has provided adequate information that demonstrates meeting the qualifications for the position as stated above. Please complete the application and supplemental questionnaire thoroughly and completely. Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" or attaching a resume is not an acceptable substitute for a completed application.
Those applicants, who most closely match the desired qualifications, will be invited to participate in the selection process which will consist of an appraisal examination (oral interview) weighted 100%.
The appraisal examination may also include performance testing to assess the applicant's knowledge, education, experience, and general ability to perform the essential functions of the position.
Candidate(s) who complete selection testing with acceptable results will be considered by the Department hiring authority. Prior to an employment offer, a comprehensive background investigation is conducted, including fingerprinting through the California Department of Justice. A job related pre-placement medical exam and drug screening will be conducted upon issuance of a conditional offer of employment.
Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at (562) 904-7292 at least 72 hours in advance.
Testing & Selection Process: All applications materials received by the application deadline will be reviewed and evaluated on the basis of information submitted to determine the level and scope of the candidate's preparation for the position. All information supplied by applicants is subject to verification.
The acceptance of an employment application depends upon whether or not an applicant has provided adequate information that demonstrates meeting the qualifications for the position as stated above. Please complete the application and supplemental questionnaire thoroughly and completely. Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" or attaching a resume is not an acceptable substitute for a completed application.
Those applicants, who most closely match the desired qualifications, will be invited to participate in the selection process which will consist of an appraisal examination (oral interview) weighted 100%.
The appraisal examination may also include performance testing to assess the applicant's knowledge, education, experience, and general ability to perform the essential functions of the position.
Candidate(s) who complete selection testing with acceptable results will be considered by the Department hiring authority. Prior to an employment offer, a comprehensive background investigation is conducted, including fingerprinting through the California Department of Justice. A job related pre-placement medical exam and drug screening will be conducted upon issuance of a conditional offer of employment.
Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at (562) 904-7292 at least 72 hours in advance.
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