Administrative Assistant - City Clerk's Office

Full-time • Upland, California, United States • $48k - $61k / year • 3w ago

JOB
City of Upland is recruiting for Administrative Assistant! DUE TO THE HIGH VOLUME OF APPLICATIONS ANTICIPATED, THIS RECRUITMENT COULD CLOSE AT ANY TIME.Are you a highly organized, detail-oriented professional who thrives in a fast-paced environment? City of Upland is seeking a reliable and proactive Administrative Assistant to support our team and help keep daily operations running smoothly. This is a great opportunity for someone who enjoys multitasking, communicating effectively, and being the go-to person for administrative support.For more details, view the complete job description: Administrative Assistant IMPORTANT INFORMATION CURRENT VACANCIES: One(1) full-time position with full benefits in the City Clerk's Office. REPORTING SCHEDULE: Full-time: 12 months per year; 10 hours per day; 4 days per week (Monday through Thursday).PROBATIONARY PERIOD: Full-time: 12 months of paid service.EXAM TYPE: Open and Promotional.

EXAMPLE OF DUTIES
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job. Types, formats, edits, revises, proofreads, and prints reports, correspondence, memoranda, transmittal sheets, agreements, contracts, legal documents, ordinances, resolutions, technical charts and tables, and other specialized and technical materials; types from rough notes, drafts, dictation, modified standard formats and brief oral instructions; edits and revises materials; develops, revises, and maintains standardized and master documents; composes correspondence, reports, and informational materials; assists in designing and producing technical information handouts.Answers, screens, and refers visitors, e-mails, and telephone calls; calendars appointments; assists customers at a public counter and by telephone; responds to complaints from customers and the public, refers complaints to appropriate staff and/or takes or recommends action to resolve the complaint.Maintains departmental personnel files; prepares personnel documents; processes and distributes time sheets; maintains attendance and leave records.Copies, compiles, and distributes a variety of contracts, reports, and documents.Prepares and issues permits; collects and processes permit fees and purchase requisitions for payments.Applies a variety of database, spreadsheet, word processing, and graphics software programs and functions for departmental and division records and reports.Organizes and maintains databases and determines how information can be extracted for various department reports.Composes letters, correspondence, and reports for review by department managers and supervisors.Drafts legal notices; types and mails meeting notices to applicants, property owners, and other interested parties; drafts procedures and arranges for publication of legal notices; may maintain files of Certificates of Publication; may verify publication invoices.Organizes and maintains department contracts, records, bid documents, proposals, and related information.Updates department online forms and track class registrations on website or internal software applications, as assigned.Assembles agenda packets and hearing case files as assigned; ensures all information is accurate and files are complete; drafts legal notices; types and mails meeting notices to applicants, property owners and other interested parties; drafts procedures and arranges for publication of legal notices; maintains files of Certificates of Publication; and verifies publication invoices.Complies with City and mandated safety rules, regulations, and protocols.Performs other duties as assigned.

SUPPLEMENTAL INFORMATION
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas 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 25 pounds. WORK ENVIRONMENT: 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. IMPORTANT INFORMATION: Examination Process: A competitive review of applicants' experience and qualifications will be conducted. Based on that evaluation, a limited number of applicants whose qualifications best meet the current needs of the City of Upland will be invited to participate in the next step of the examination process. The examination will include a *qualifications appraisal interview. Qualified candidates will be provided with more details prior to the start of the examination process. *Interviews to be scheduled the week of June 2nd. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.