Administrative Assistant I/II (Administration and Recreation Departments)
- Job posted by City of Larkspur
Details: Administrative Assistant I $27.94 – $35.66 per hour Administrative Assistant II $30.18 – $38.52 per hour (40 hours per week)
400 Magnolia Avenue
The City of Larkspur seeks qualified candidates for this excellent career opportunity! The Administrative Assistant I/II is a key member of our customer service and administrative teams. This is a full-time position, equally shared half-time between the Recreation and Administration Departments. The incumbent will report to the Recreation Director and the City Clerk, dividing time between the Recreation offices on Doherty Drive and City Hall on Magnolia Avenue. This is an excellent opportunity to perform a variety of different tasks across multiple departments and experience many different aspects of City operations in a small, dynamic environment. In the Administration Department The Administration Department consists of the City Manager’s Office, the City Clerk’s Office (a division of the City Manager’s Office) and the Finance Department. The City Clerk’s Office is the primary link between the City Council, City staff, and the public. The Clerk’s Office often serves as the first public contact for the City, committed to ethically serving the needs of the community and providing ready access to municipal government in an efficient, courteous, and professional manner. The Clerk’s Office oversees all City records and coordinates the preparation of the City Council agendas, takes the official minutes of Council meetings, maintains the Council’s policy manual, notices all public hearings and official meetings, and conducts municipal elections. The Clerk’s Office facilitates a number of municipal programs ensuring good governance: municipal elections, legislative services, municipal code, records management, and advisory body programs. In the Administration Department, the Administrative Assistant will primarily work under the City Clerk, providing assistance with office management and customer service, supporting the Clerk with the City’s records management and records retention, and may assist with compiling Council and advisory body packets and minutes. The incumbent may also occasionally be assigned general office work from the Finance Department and City Manager’s Office. In the Recreation Department The Recreation Department consists of the Recreation Director, Recreation Supervisor, and Administrative Assistant. The department provides a variety of recreational experiences to enrich the community, including after-school classes, adult evening classes, sports leagues, special events, and childcare center. The department oversees a summer school program providing experiences to over 1,000 students each year. The Recreation Department also manages the rental and programming of park amenities. In the Recreation Department, the Administrative Assistant is responsible for supporting the department in activity enrollment, facility reservation, and general customer service. Additionally, the Administrative Assistant serves as the front line of customer service for the public counter regarding general inquiries. The Administrative Assistant may also assist the department with cashiering duties, as well as scheduling and managing the rental of park amenities. IDEAL CANDIDATE: Administrative Assistant I: The ideal candidate will have experience working in an office administration and/or customer service setting and have a strong interest in local government. The ideal candidate will possess excellent interpersonal, customer service, written and oral communication skills. Administrative Assistant II: The ideal candidate will also have experience training, supervising, or providing direction to other staff members, interns, or volunteers. The selected candidate will join the City at either the Administrative Assistant I or II level based on qualifications. Candidates whose qualifications meet those required for either position are strongly encouraged to apply.
REPORTING TO THE RECREATION DIRECTOR AND CITY CLERK, THE SELECTED CANDIDATE WILL: • Greet public and provide customer service on telephone and at front counter.
• Respond to written correspondence and email inquiries. • Conduct research in order to direct inquiries and complaints to proper authority. • Schedule meetings and the use of Council chambers and other meeting spaces; prepare and post public meeting notices. • Perform general office administration, i.e., check voice mail, sort and distribute mail, maintain office equipment, order office supplies. • Administer, issue, and track a variety of licenses and permits.
• Perform a variety of fiscal transactions and recordkeeping, such as processing invoices, calculating and verifying tax and penalty fees, processing cash and credit card payments, and generating records and reports. • Prepare and mail regulatory compliance and renewal notices to business and property owners.
• Maintain informational content on the City's website.
• Compile activity reports and statistical data and other information for use by City staff, City Council, and others.
• Administer records retention according to current retention schedule.
• Represent department on City and community committees as assigned.
• Prepare and distribute agendas and packets for the Planning Commission, City Council, and other public bodies as needed; record and process minutes from such meetings as needed; distribute to appropriate persons and adhere to City guidelines and procedures.
In addition, Administrative Assistant II may also:
• Resolve technical problems and provide technical advice.
• Provide project direction to other support staff, interns, or volunteers.
• Identify problems or potential problems and initiate or recommend preventative actions and solutions.
• Serve as expert trainers to other staff members
• Significant City contributions to medical and dental coverage for employees and eligible dependents.
• CalPERS defined benefit retirement, 2.0% @ 55 formula for current members and new members hired prior to 12/31/12; 2.0% at 62 for new members hired after 12/31/12. The employee is responsible for payment of the employee share of the pension cost. • Vision care expense reimbursement for employees.
• Paid vacation, holiday, and sick leave.
• Deferred compensation, flexible spending accounts, and credit union membership available to employees.
• City-paid EAP, long-term disability, and life insurance.
Level of Language Proficiency
Administrative Assistant I: The ideal candidate will have experience working in an office administration and/or customer service setting and have a strong interest in local government. The ideal candidate will possess excellent interpersonal, customer service, written and oral communication skills.
Administrative Assistant II: The ideal candidate will also have experience training, supervising, or providing direction to other staff members, interns, or volunteers. The selected candidate will join the City at either the Administrative Assistant I or II level based on qualifications. Candidates whose qualifications meet those required for either position are strongly encouraged to apply.
REQUIRED QUALIFICATIONS INCLUDE:
Sufficient experience and education to demonstrate the knowledge and skills listed in the job description and to perform the essential duties is required. A typical way of obtaining required qualifications is:
Administrative Assistant I: At least two years of experience in an office administration and/or customer service role.
Administrative Assistant II: A minimum of four years of experience as described, including some experience in providing leadership to others. Education or training in a related field, such as business and administrative coursework from an accredited institution or recognized trade association, is desirable and may be substituted for a portion of the required experience.
In addition, all candidates must possess a valid California Driver’s License at the time of appointment.
Minimum Education Required
How To Apply
It is important to complete all required application materials. All applications will be screened for completeness and possession of minimum qualifications. Qualified applications will be reviewed in detail to identify the most qualified candidates to interview. It is anticipated that the successful candidate will begin employment as soon as possible.
To be considered for this exciting opportunity, candidates should complete an online application and the required supplemental questionnaire through CalOpps.org. Search for Member Agencies, City of Larkspur or Administrative Assistant on CalOpps, or follow the link below directly to our CalOpps page: https://www.calopps.org/city-of-larkspur. Applications must include a resume and a cover letter/letter of interest in the position attached in PDF format in CalOpps to be considered complete.
DEADLINE TO APPLY: All required application materials must be submitted to be considered. The first filing date is April 23, 2018.
Interviews will take place May 10, 2018. Recruitment is OPEN UNTIL FILLED
Inquiries may be directed to Deborah Muchmore at firstname.lastname@example.org. The City of Larkspur is not responsible for failure of Internet forms or e-mail in submitting your application. NOTE: A comprehensive job description can be found on the City of Larkspur’s website at cityoflarkspur.org