What are the responsibilities and job description for the Administrative Assistant position at City of Santa Barbara?
ABOUT US
BENEFITS
Knowledge of:
Experience:
Education and/or Training:
CITY APPLICATION AND RESPONSES TO THE SUPPLEMENTAL QUESTIONNAIRE MUST BE RECEIVED BY 5:30 PM ON WEDNESDAY, MAY 29, 2024.
At the City of Santa Barbara, the best part of our organization is our people. As a City of Santa Barbara employee, you will work in an environment with other motivated individuals who are passionate about their work. We strive to provide employees with the support they need to thrive. Discover more about us, our values and our organizational culture here.
The mission of the Public Works Department is to provide the community with the sustainable foundation to thrive by delivering quality services and public infrastructure through efficient and fiscally responsible practices, including the community’s needs for transportation, water, wastewater, and public facilities.
The City of Santa Barbara Public Works Department is seeking a motivated Administrative Assistant in the Water Resources division. This position performs highly responsible and complex assistant duties for the Water Resources Manager. The Administrative Assistant researches and compiles supportive materials for documents and reports, composes memos and letters independently with minimal direction or supervision; reviews staff reports, documents, memos and letters for proper format, grammar, punctuation, and spelling. The primary duties are to assist in preparing the division budget; maintain and monitor appropriate budgeting controls; authorize routine fund expenditures including purchase orders, work orders and petty cash; oversee budget and review and reconcile invoices/claims. This position participates in tracking and monitoring program costs, resources, schedules, staffing, and staffing hours. Additionally, this position prepares a wide variety of correspondence, documents and forms for assigned projects; coordinates and prepares agendas, receives and respond to complaints and questions from the general public; reviews problems and recommends corrective action and prepares summary reports as needed. Must be tactful in addressing the public by phone or in person; responds to, assigns, and tracks complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities, or directs inquiry to appropriate staff members. Accurately drafts and prepares letters, contracts, agendas, documents, memos, meeting minutes, reports and correspondence from rough draft. Performs general office management for the Department.
BENEFITS
Knowledge of:
- Policies and procedures of the assigned department.
- Principles and practices of budget administration.
- Methods of research, program analysis and report preparation.
- Basic principles and procedures of record keeping.
- Modern office procedures, methods and computer software and hardware.
- Maintain confidentiality of sensitive materials, exercise good judgment and make sound decisions.
- Respond with tact and discretion to City staff, officials, and the public.
- Provide administrative assistance in support of assigned City programs.
- Prioritize, coordinate, and support multiple complex work efforts simultaneously.
- Interpret and apply program policies and procedures.
- Perform responsible administrative work involving the use of independent judgment and personal initiative.
- Research, analyze and evaluate programs, policies and procedures.
- Prepare clear and concise reports.
- Independently prepare correspondence and memoranda.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Maintain physical condition appropriate to the performance of assigned duties.
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
A combination of education or experience equivalent to three (3) to five (5) year of progressively responsible administrative experience, preferably within a local government environment.
Education and/or Training:
Equivalent to an Associate’s degree from an accredited community college with major course work in business administration or a related field.
It is important that your application and supplemental questionnaire show all the relevant education, training, and experience you possess which qualifies you for this position. All applications and supplemental questionnaires will be reviewed, and the most qualified candidates will be invited to continue in the selection process. Be thorough in your responses. Statements such as “See application”, “Extensive Experience”, or "See Resume" are not an acceptable substitute for a completed application and supplemental questionnaire.
The selection process may consist of an application screening, written exam, computer skills exam and/or an oral interview. The successful candidate's employment history will be thoroughly evaluated prior to appointment.
There is currently one (1) vacancy within the Water Resources Division of the Public Works Department. The eligibility list from this recruitment may be used to fill future vacancies throughout the City.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email and spam regularly throughout the recruitment process. You may also log into your governmentjobs.com account to view these emails.
OPEN AND CONTINUOUS RECRUITMENT: Because this recruitment is open and continuous, applicants are encouraged to submit completed applications as soon as possible. The filing period for an open and continuous recruitment may be closed at any time.
CITY APPLICATION AND RESPONSES TO THE SUPPLEMENTAL QUESTIONNAIRE MUST BE RECEIVED BY 5:30 PM ON WEDNESDAY, MAY 29, 2024.
THE CITY OF SANTA BARBARA IS AN EQUAL OPPORTUNITY EMPLOYER - ALL ARE ENCOURAGED TO APPLY.
Salary : $75,584 - $91,873
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