Administrative Assistant - Public Works

DESCRIPTION

Performs a wide variety of responsible confidential para-professional and technical level administrative, secretarial, and/or program related duties in assistance to a City department; coordinates, monitors, and reports on various department activities; and reviews routine administrative budget requests related to the area of assignment.

DISTINGUISHING CHARACTERISTICS:

Administrative Assistant

This entry level class of the series is distinguished from level II by routine and repetitive duties performed according to established procedures. Incumbents are closely supervised in their initial assignments. As they gain experience, incumbents will work more independently in routine work.

EXAMPLES OF ESSENTIAL DUTIES

Essential and other important responsibilities and functions may include, but are not limited to, the following:

Administrative Assistant

• Represent the City to all callers and visitors in a professional and effective manner.

• Respond to visitors' inquiries, both on the telephone and in person, and refer to the appropriate staff member for more specific information, as appropriate; take accurate messages; and exhibit familiarity with all functions of the City.

• Greet, assist, and direct visitors and staff members entering the department offices; notify the appropriate staff member when visitors have arrived; and direct visitors to the proper office.

• Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.

• Act as an information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.

• Type letters, reports, memoranda, and other documents relating to the department, which may include contracts, proposals, technical/legal documents, statistical and/or special forms, budgets, and charts.

• Post to logs; maintain/monitor records and files; follow up on due dates; and perform other monitoring functions to ensure timely completion of work.

• Receive callers and handle incoming phone calls, directing them to the appropriate person within the department.

• Act as interdepartmental liaison relating to administrative/project support functions for the office and for compliance with City regulations and practices relating to those functions.
• Perform related duties, as assigned.
  

EXPERIENCE & TRAINING / LICENSE AND/OR CERTIFICATE

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

Experience:

Three years of increasingly responsible clerical work.

Training:

The completion of the twelfth grade; supplemented education/training in business, office management, or related field is highly desirable.

Licenses/Certifications/Other Requirements:

Possession of, or ability to obtain, an appropriate, valid California driver's license and the ability to be insured with the City's insurance carrier is required.

MINIMUM QUALIFICATIONS

Knowledge of:

• English usage, spelling, grammar and punctuation including proofreading and principles of business letter writing.
• Standard office technology and software, including the use of word processing, database, spreadsheet, and internet information applications.
• The organization, procedures, and operating details of the assigned City department.
• Filing and recordkeeping systems.

Ability to:

• Understand the organization and operations of the City and of outside agencies in order to assume assigned responsibilities.
• Communicate clearly and concisely, both orally and in writing.
• Understand and follow a variety of instructions in both oral and written form and with minimal supervision.
• Organize duties and determine priorities to meet assigned deadlines.
• Apply operating rules and procedures of the assigned department.
• Work cooperatively with other departments, outside agencies, and the public.
• Interpret and apply departmental/project policies, procedures, and rules.
• Establish and maintain financial records and make simple mathematical computations.
• Compile and maintain complex and extensive records and files.
• Type accurately at net 40 words per minute.
• Operate a variety of office machines and equipment.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Create and maintain basic spreadsheets and records.

WORKING CONDITIONS:

Physical Demands:

Mobility: frequent use of keyboard; frequent walking, stooping, kneeling, crouching, reaching, pushing, and sitting; occasional climbing, bending, standing, and squatting.

Lifting: frequently up to 10 pounds; occasionally up to 40 pounds.

Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.

Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.

Hearing/Talking: frequent hearing and talking, in person and on the phone.

Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.

Environmental: frequent exposure to noise.

WORKING CONDITIONS:

Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment.

Positions may require occasional overtime; weekend work and travel is rare.

The City of Palmdale is noted for its highly skilled workforce, with a large concentration of aerospace firms located at Air Force Plant 42 and nearby Edwards Air Force Base. Its family-oriented and culturally enhancing venues, such as the Palmdale Playhouse, DryTown Water Park and Palmdale Amphitheater, make Palmdale "a place to call home."

Palmdale is located approximately one hour north of Los Angeles off the Antelope Valley Freeway (SR-14). It encompasses 106.6 square miles and has a population of approximately 165,450. The City is served by several school districts and has a growing retail and commercial base. For more information, visit www.CityOfPalmdaleCA.gov.

BUSINESS HOURS: Normal operating hours are from 7:30 am to 6:00 pm Monday - Thursday. CLOSED on Friday.

UNION: The Teamsters Local 911 represents certain positions in the City's Public Works Maintenance division.

EMPLOYMENT INFORMATION

APPLICATION MATERIALS must be submitted by the closing date listed in the job bulletin. Resumes cannot be accepted in lieu of a City online application.

RESIDENCE within the City is not required.

AN ELIGIBILITY LIST of the most qualified applicants will be compiled based on the results of the selection process. The list will remain in place for a period to be determined by Human Resources.

The benefits listed here apply to full-time and benefited part-time positions, not to unbenefited part-time employees unless described.

A PROBATION PERIOD of six months minimum applies to initial employment with the City.

VACATION, HOLIDAYS AND LEAVE: The City provides 15 paid holidays per year and 80 hours vacation (years one through four) with a maximum accrual of 240 hours (160 hours for benefited part-time employees). Administrative employees accrue 80 hours of administrative leave per year with a maximum accrual of 240 hours.

SICK LEAVE: Employees accrue 96 hours per year with a maximum accrual of 800 hours (400 hours for benefited part-time employees). Unbenefited part-time employees receive 28 hours of paid sick leave per fiscal year.

RETIREMENT: The City is a member of the California Public Employees' Retirement System (CalPERS). Full-time and benefited part-time employees will be enrolled in either the New Member or Classic plan, as defined by CalPERS. New Members are enrolled in the 2% @ 62 formula and pay the full 7.75% employee contribution. Classic Members are enrolled in the 2% @ 60 formula and pay the full 7% employee contribution.

All other part-time employees are covered under the Public Agency Retirement Services (PARS).

WELLNESS PROGRAM: The program includes gym membership discounts, healthy eating programs, exercise classes & other programs.

DIRECT DEPOSIT: Direct Deposit is mandatory for all new employees.

CREDIT UNION: F&A Federal Credit Union & Logix Federal Credit Union (formerly Lockheed) are available options.

INSURANCE: The City offers group health, dental/vision, long term and short term disability, and a $50,000 life insurance policy for full-time employees. The City contributes towards the employee's health insurance.

DEFERRED COMPENSATION: The City participates in the ICMA-RC Deferred Compensation Plan, which enables benefited part-time and full-time employees to contribute on a tax deferred basis.

OVERTIME COMPENSATION: Overtime is accrued at time-and-a-half for eligible employees for time physically worked in excess of the regular 40-hour work week.

PART-TIME EMPLOYEES: Unbenefited part-time employees are reviewed for merit salary advancement but are not eligible for any other benefits listed. Benefited part-time employees are eligible for CalPERS retirement, sick leave, holidays, and vacation on a prorated basis.

MILEAGE PAY: Any employee may be reimbursed for work related mileage at 54 cents per mile when assigned to use their private vehicle on City business.

SOCIAL SECURITY: The City does not participate in Social Security and does not deduct Social Security payments from any employee's salary. The City deducts 1.45% of salary for Medicare and makes a 1.45% matching contribution.

*Benefits can change at any time.

Closing Date/Time: 3/24/2025 12:00 AM Pacific

• 

• City of Palmdale

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