Administrative Assistant - Office of the City Clerk
Job description
The City of Anaheim seeks a highly responsible Administrative Assistant to support the Office of the City Clerk. The Administrative Assistant performs highly complex secretarial support to the City Clerk. The ideal candidate will have knowledge of the principles and practice of public administration as well as knowledge of sources of information related to problems of local government. This candidate will have the ability to write and produce clear and concise reports, publications, memoranda and letters; ability to develop and maintain effective working relationships with department personnel; ability to communicate clearly with the general public; and the ability to work with all levels of city personnel tactfully and courteously. The ideal candidate will also have the ability to meet multiple deadlines; ability to research and analyze data, situations, and to make recommendations; ability to interpret and communicate city policies and procedures, and ability to solve problems and be detail oriented; and ability to remain calm and courteous in stressful situations. An Associate's or Bachelor's degree is desired, but not required. Please note, the Administrative Assistant position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).
The Office of the City Clerk is responsible for a myriad of functions and is comprised of three core functions: official records, elections and passport services. Responsibilities include maintenance of the city's legislative history, City Charter and Municipal Code; administering special and general municipal elections; coordinating and administering all activities of Council meetings in compliance with the Brown Act and related Government Codes; administering the city-wide Records Management Program; managing and coordinating Council appointed boards and commissions; and ensuring compliance with the Political Reform Act and AB1234. The City Clerk is also the custodian of the City seal and is appointed by and reports to the City Council.
The following functions are typical for an Administrative Assistant assigned to the Office of the City Clerk. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. To view the full listing of essential functions, please click the title: Administrative Assistant.
Provide responsible, confidential, and administrative support to the City Clerk and the department. Prepare, edit, and proof correspondence for both internal and external distribution on behalf of the City Clerk; create presentation material as required using print, software, and other media for use at Council Meetings, community meetings, and internal staff meetings.
Process a variety of documentation associated with office operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enter data into computer systems; logs, tracks, or maintains records regarding office activities; compile data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.
Maintain file system of various files/records for the department; prepare files, organizes documentation, and files documents in designated order; retrieve/replace files; scan records into computer; conduct records maintenance activities in compliance with guidelines governing record retention pursuant to the City’s Citywide Retention Schedule.
Conduct customer service functions in person, by telephone, and by mail: provides information/assistance regarding City/department/division services, procedures, fees, or other issues; respond to routine questions.
Process documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data; monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities for the department; initiate requests/orders for new or replacement supplies; reconciles credit card purchases and maintains department-issued credit card.
Assist the City Clerk in managing the filings required by the Political Reform Act, including Fair Political Practice Commission (FPPC) statements of economic interest and campaign filings for elected and appointed officials, employees, and contractors; monitor FPPC filings pursuant to State and Federal regulations.
Assist the City Clerk in the planning, recruitment and appointment process for membership on City Council appointed boards and commissions.
Coordinate arrangements for various meetings; notifies participants of scheduled meetings; coordinates room reservations, setup, and equipment required for meetings.
Conduct research and make recommendations in the development of department policies, procedures and goals; implement changes as required.
Process responsible administrative details not requiring the immediate attention of the City Clerk; initiate and maintain contact with individuals, groups and agencies; receive and investigate complaints; collect, compile and analyze information pertaining to the functions of the department; represent and act for the department in accordance with broad guidelines and good judgment.
Exercise discretion in making itineraries/travel arrangements.
May provide direct or technical supervision over other clerical and/or part-time employees.
Upon determination of qualifications, review passport applications for accuracy, completeness, and compliance with established policies and procedures of the Federal Government.
Perform related duties and responsibilities as required.
License Required: Possession of a valid California Driver's License by date of appointment.
Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Thursday, January 12, 2023 at 5:00PM . Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.
The selection process will consist of a minimum of skills examination and oral interview.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
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" is not an acceptable substitute for a completed application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
www.colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, www.colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, www.colinoncars.com is the ideal place to find your next job.