ADMINISTRATIVE ASSISTANT - FIRE TRAINING

The Position

The City of Riverside is accepting applications for the position of Administrative Assistant to fill one (1) vacancy in the Training Division of the Fire Department. The eligibility list established may be used to fill the current and/or upcoming vacancies within this classification for up to six (6) months.

The Administrative Assistant performs a variety of highly responsible and complex secretarial and administrative support duties to a Division Head, Department Head, City Manager, elected official, or designee handling administrative details and coordination of day-to-day office operations. Oversees, leads, and trains other clerical staff.

Work Performed

Duties may include, but are not limited to, the following:

• Perform a wide variety of responsible, administrative, clerical, supportive, and confidential duties for designated individuals at the Division or Department Head level; assists elected officials and other executive level staff.
• Interpret and apply divisional policies and procedures in response to inquiries and make appropriate referrals; provide direction, counsel, and administrative support for policy or procedural development, implementation, and facilitation.
• Review, log, prioritize, and route correspondence; handle and disseminate critical and time sensitive information with professionalism and tact; maintain confidentiality and privacy of highly sensitive matters.
• Act as receptionist and handle general office work and administration; screen calls and visitors and refer inquiries as appropriate; process and handle personnel paperwork and provide exceptional customer service; track account balances and run various reports.
• Take and transcribe dictation from rough draft, shorthand notes, or recordings.
• Maintain, organize, make and update appointment schedules, daily calendars, and travel arrangements; assist in expense tracking and completion of daily assignments; monitor and process payroll and other related personnel activities.
• Assist in agenda preparation, compilation, and dissemination; attend various meetings, conferences, and events, gather information, and communicate with meeting participants.
• Manage and process purchase orders, requisitions, invoicing, and other purchasing tasks; ensure correct signatures and other information.
• Recommend organizational or procedural changes affecting administrative support activities; provide insight and direction for policy and procedural updates; maintain manuals and update resource materials.
• Serve as secretary, clerical, or administrative staff to a board or commission preparing documents, packets, and other informational reports; take minutes of meetings.
• Assist in the assigning, oversight, and participation in the work of the administrative support section of an assigned department or division.
• Review work upon completion for compliance with divisional requirements.
• Performs other duties as assigned.

Qualifications

Recruitment Guidelines:

Education: High School graduation or satisfactory equivalent (GED), preferably supplemented by specialized administrative support or business related courses.

Experience: Three (3) years of experience performing complex and responsible office and administrative duties, preferably including some secretarial support work for one or more managers.
Necessary Special Requirement(s)
Possession of, or ability to obtain, a valid appropriate Class “C” California Motor Vehicle Operator’s License.
Demonstrated proficiency at an advanced level in Microsoft Word.

Physical Demands and Working Conditions: Work is done in a standard 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.

Selection Process

DOCUMENTS REQUIRED AT THE TIME OF APPLICATION:
1) Completed Employment Application
2) Completed Supplemental Questionnaire

PLEASE NOTE: FOR DIRECTIONS ON ATTACHING A DOCUMENT TO AN ON-LINE APPLICATION, OR GENERAL INFORMATION ON COMPLETING YOUR ON-LINE APPLICATION, CLICK HERE: (Application Guide).

IMPORTANT INFORMATION ON SCHEDULING ASSESSMENTS:
If you are selected to move forward in the assessment process, you may be required to self-schedule your appointment. You will be notified via email of your status and provided with self-scheduling instructions. Please check your email regularly following the closing date of this recruitment.

The selection process will begin with an employment application package screening, with the best qualified candidates being invited to participate further in the assessment process. This process may include any combination of written, performance, and oral assessments to evaluate job-related education, experience, knowledge, skills, and abilities. Those who successfully complete the selection process will be placed on the eligibility list for this classification.

It is the responsibility of candidates with a disability requiring accommodation in the assessment process to contact the Human Resources Department in writing to request such accommodation prior to the closing date of this recruitment.

Appointment may be subject to the successful completion of a pre-employment background investigation, drug screen, and/or medical/physical examination.

NOTE : The City reserves the right to modify selection devices and test instruments in accordance with accepted legal, ethical, and professional standards. Candidates may reapply when there is a posting to establish an eligibility list.

EDUCATIONAL REQUIREMENTS:
Proof of education listed in your application will be requested at the time of conditional offer. Acceptable documentation consists of transcripts or degree, if applicable, by the accredited U.S. college or university.

Education obtained outside the United States (US) require one of the following options:
An equivalency statement from an evaluation company certified by the National Association of Credential Evaluation Services (NACES) at http://www.naces.org/members.html or the Association of International Credential Evaluators Inc. (AICE) at http://aice-eval.org/members/ .An advanced-level degree from an accredited US college or university.
All applicants will be notified via e-mail or telephone of their application status and the assessment dates/times/locations after the closing date of this announcement.

THE PROVISIONS OF THIS JOB ANNOUNCEMENT DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT.

The City offers an attractive benefits package, the central provisions of which are as follows:

• Retirement for Classic Members -For employees hired after 1/1/2013 who are CLASSIC MEMBERS of California Public Employees' Retirement System (CalPERS) or a reciprocal agency as of 12/31/12 and have not been separated from service from such agency for six months or more, the retirement benefit shall be 2.7 % @ age 55; 3 year final compensation.The required employee contribution is 8%. The City does not participate in Social Security; thus, employees do not bear this additional 6.2% expense.
• Retirement for New Members - For employees hired 1/1/2013 or later and who ARE NOT a member of the California Public Employees' Retirement System (CalPERS) or a reciprocal agency as of 12/31/12, or those who have been separated from a public agency which contracts with CalPERS or a reciprocal agency for six months or more, the retirement benefit shall be 2% at age 62; 3 year final compensation.The required employee contribution is 50% of the normal cost and is subject to change per CalPERS every fiscal year. The City does not participate in Social Security; thus, employees do not bear this additional 6.2% expense.
• Health Insurance - The City offerssix health insurance plans and contributes up to $1,469 per month for employee and dependent coverage.
• Dental Insurance - The City provides three dental insurance plans and contributes up to $45 per month.
• Vision Insurance - The City provides vision coverage through Vision Service Plan (VSP) for employees and their dependents that are enrolled in medical coverage.
• Life Insurance - The City provides and pays for term life insuranceequal to $100,000. Additional Life Insurance is available and voluntary for employee and eligible dependents (up to $300k).
• Deferred Compensation - The City contributes $25 a month with a minimum employee contribution of $12.50 per check. Participation in the deferred compensation plan is optional.
• Leave Benefits - Includes vacation leave, sick leave, bereavement leave, and holiday benefits.
• Flexible Spending Account - The City offers a Health Care and Dependent Care Flexible Spending Plan for optional participation.
• State Disability Insurance - Automatic coverage administered by the Employee Development Department (EDD) of the State of California
• Vacation Accrual - 0-4 yrs. = 80hrs, 5-9 yrs. = 120hrs, 10+ yrs. = 160 hrs.

For additional benefits information, please visit the following website: https://www.riversideca.gov/human/employee-hub/benefits/about-1

Closing Date/Time: 10/20/2024 11:59 PM Pacific

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• City of Riverside

• 951-826-2392

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