Administrative Assistant I/II

The City of Palm Desert is seeking an organized, technology savvy, and detail oriented professional to join our dynamic Finance Department. This is an exciting time to join our Finance Team who thrive on working together to accomplish projects and goals. We are looking for an energetic team member to join us as we leverage technology to communicate, evaluate, and collaborate in new ways.
 
The selected candidate must have great organizational skills as they will be responsible for the day-to-day operations of the department, as well as providing administrative support to management and departmental staff.  Customer service experience is imperative, as we are committed to a proactive approach when it comes to serving our team. This position is ideal for a team player interested in learning about Finance and assisting with innovative and complex citywide projects. They will also have the ability to appropriately respond to shifting priorities to get the task done.
 
The ideal candidate will have enthusiasm for the position, be an empathetic leader, and maintain employee confidence and protect operations by respecting the confidentiality of the information in the department.

Under immediate (I) or general (II) supervision, performs a variety of technical administrative duties requiring substantial knowledge of the administrative procedures and practices of an assigned department, division, or program; provides technical and secretarial administrative support to management and departmental staff; provides information and assistance to the public and City staff related to administration of department programs, projects, and services; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives supervision from assigned supervisory or management staff.  May provide functional direction to subordinate or less experienced employees.

CLASS CHARACTERISTICS

Administrative Assistant  I:  This is the entry-level classification in the Management series. Initially under close supervision, incumbents learn and perform work that has technical administrative aspects, requiring the interpretation and application of policies, procedures, and regulations, as well as the performance of various research functions. As experience is gained, assignments become more varied, complex, and difficult; supervision and frequent review of work lessen as an incumbent demonstrates skill to perform independently. Positions at this level usually perform most of the duties required of the positions at the Management Technician II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods.

Administrative Assistant II:  This is the fully-qualified journey-level classification in the Administrative Assistant series. Positions at this level are distinguished from the Administrative Assistant I level in that incumbents possess a comprehensive, authoritative understanding of department or division administrative functions and activities and may provide secretarial support to management staff in addition to completing administrative and technical assignments and assisting in the administration of department projects and programs.  Incumbents at this level typically perform a wide variety of technical administrative support duties requiring the use of considerable discretion and independent judgment in performing assigned work.  Incumbents have responsibility for ensuring the efficient and effective functioning of their assigned program(s) or operational area(s). Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from Executive Assistant in that the latter is a single-position classification providing highly responsible and complex administrative assistance to the City Manager.

Positions in the Administrative Assistant class series are flexibly staffed and positions at the Management  II level may be filled by advancement from the Administrative Assistant I level; progression to the Administrative Assistant II level is subject to management approval and is dependent on the incumbent (i) performing the full range of duties assigned to the Administrative Assistant II level, and (ii) acquiring the knowledge, skill, and experience necessary to meet the minimum qualifications for the Management II level of the series.

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.  Incumbents may not perform all of the listed job functions depending on functional area of assignment.

Positions at the Administrative Assistant I level may perform some of these duties and responsibilities in a learning capacity.

• Provides technical administrative support for an assigned department, division, and/or program, requiring substantial knowledge of the administrative procedures and practices of the area of assignment. 
• Prepares and processes applications, licenses, bid documents, contracts, agreements, warrants, citations, claims, resolutions, ordinances, staff reports, and legal, official, and/or confidential documents requiring knowledge of assigned programs/projects, operations, and services and the ability to explain, interpret, and apply federal, state, and local laws, rules, regulations, codes, ordinances, and City policies and procedures relevant to assigned area of responsibility. 
• Serves as a liaison for assigned department, division, and/or program; receives, processes, and responds to public records requests, subpoenas, complaints, and other requests for information; researches, reviews, and organizes information; verifies compliance with legal and regulatory requirements. 
• 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. 
• Organizes and maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules, including archiving, scanning, and destruction of files. 
• Works with the public and a variety of outside parties to ensure completion of applications, documents, forms, and supporting documentation related to assigned area of responsibility. 
• Serves as recording secretary and provides staff support for assigned boards, committees, and commissions; prepares, posts, and distributes public hearing notices, agendas, and informational packets; prepares staff reports; coordinates meeting logistics and room set-ups; attends meetings, takes and transcribes minutes, and processes action items; prepares and posts public and legal noticing related to board, committee, and commission actions. 
• Coordinates and provides administrative support for the development of consultant requests for proposal, advertising, and bid processes for professional and/or construction services; works with department staff to prepare project and technical specifications and scopes of work as well as project cost and time estimates; prepares and posts legal notices, attends bid openings, documents bid results, verifies that contractors meet City requirements, and prepares staff reports with recommendations. 
• Designs, creates, and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports. 
• Researches, summarizes, and interprets data from various sources and prepares a variety of reports according to established procedures and practices; may submit reports to various local, state, and federal regulatory agencies.
• Assists management in performing and conducting studies and special projects; collects and compiles data; prepares draft reports; makes recommendations for changes in departmental administrative procedures, policies, and programs. 
• Performs a variety of administrative office support duties such as scheduling and coordinating meetings, conferences, and trainings; coordinating travel arrangements; processing reimbursements; and ordering and maintaining office and other related supplies. 
• Performs clerical accounting and financial support work; performs calculations; monitors budgets and accounts; determines and calculates required fees; processes, reconciles, and verifies cash and monies received; processes purchase orders, payment vouchers, check requests, and invoices. 
• May attend and represent the City at community events.
• May maintain websites and social media accounts by writing, editing, and proofreading content, and taking and editing photos and videos.

Performs other duties as assigned.

Some of the knowledge and ability statements below may apply to a Management Technician I in a learning capacity.

Knowledge of:

• Applicable federal, state, and local laws, rules, regulations, ordinances, and City policies and procedures relevant to assigned area of responsibility. 
• Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned. 
• Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications. 
• Record keeping and filing systems and methods. 
• Methods and practices of technical data research, analysis, and report preparation. 
• Basic business arithmetic and bookkeeping. 
• Business letter writing and the standard format for reports and correspondence. 
• Methods of preparing and processing various records, reports, forms, and other documents specific to assigned program, department, or division. 
• English usage, grammar, spelling, vocabulary, and punctuation. 
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and City policies and procedures relevant to assigned area of responsibility. 
• Accurately and efficiently perform technical administrative work using independent judgment. 
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. 
• Gather, compile, interpret, summarize, and present administrative and technical information and data in an effective manner. 
• Prepare, review, and present reports and other correspondence and communications in a clear and concise manner. 
• Maintain accurate databases, records, and files. 
• Maintain confidentiality and be discreet in handling and processing sensitive information and data. 
• Compose correspondence and reports independently or from brief instructions. 
• Accurately perform arithmetic and financial computations. 
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner.
• Organize own work, set priorities, and meet critical time deadlines. 
• Effectively use computer systems, software, and modern business equipment to perform a variety of work tasks. 
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. 
• Communicate effectively in English, both orally and in writing. 
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

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:

Administrative Assistant I/II: Equivalent to completion of 60 semester (or equivalent quarter) units from an accredited college or university, including at least 15 units in business administration, accounting, finance, or a related field.

Administrative Assistant  I: Two (2) years of increasingly responsible and varied clerical support experience. 

Administrative Assistant II: Four (4) years of increasingly responsible and varied clerical, administrative, and office support experience, including at least two (2) years equivalent to that of a Administrative Assistant  I.

Licenses and Certifications:

• Possession of, or ability to obtain, a valid California driver’s license by time of appointment may be required for certain assignments. 
• Possession of, or ability to obtain, a California Notary Public certification may be required for certain assignments.

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, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.   Finger dexterity is needed to access, enter, and retrieve data using a computer 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 up to 10 pounds with the use of proper equipment.  Reasonable accommodations will be made for individuals on a case-by-case basis.

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. 

Salary : $57,158 - $86,570