Senior Administrative Assistant - Confidential

Definition

Due to a recent retirement, the City of Poway Human Resources and Risk Management Department is recruiting for the position of Confidential Senior Administrative Assistant. The position provides a high level of customer service across the entire organization and will be responsible for providing support to all members of the Human Resources & Risk Management Department. The ideal candidate will have positive energy, display a professional approach to public service, demonstrate kindness while balancing confidentiality, and be self-motivated. If you have a passion for service, an eye for details, and love helping people while working in a fast-paced environment, you are encouraged to apply!

Interview dates are tentatively scheduled as follows:

1st Interviews: June 6, 2024

Selection Interviews: June 13, 2024

The person hired for the position will receive the following:

7/1/2024 - 5% wage increase

7/1/2025 - 5% wage increase

7/1/2026 - 5% wage increase

The Senior Administrative Assistant - Confidential provides administrative support to the Department Director and department; performs a wide variety of routine to confidential and complex administrative and clerical duties to support departmental and divisional operations; and coordinates assigned activities, projects and services with other City departments and outside agencies.

Key Responsibilities

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a wide variety of complex, responsible and confidential administrative duties specific to the assigned department or division.

• Plans, organizes, and carries out administrative assignments and special projects related to assigned department; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms.

• Responds to routine letters and general correspondence; composes, proofs, edits, and prepares letters, memoranda, and reports pertaining to standard policies.

• Regularly prepares confidential documents, appointments, agendas and other materials.

• Maintains discretion and special care of confidential information and materials in support of employee-employer relations to ensure the information and materials are kept confidential.

• Collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.

• Assists in the preparation and monitoring of assigned budgets, including compiling annual budget requests, recommending expenditure requests for designated accounts, monitoring approved budget accounts, agreements, purchase order, and invoices.

• Assists in a variety of routine, complex and confidential department and program operations; coordinates, oversees, monitors, and participates in special projects, assignments, and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.

• Performs a wide variety of routine to confidential and complex administrative and clerical duties to support departmental/divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies.

• Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff; represents the City to all callers and visitors in a professional and customer friendly manner.

• Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.

• Provides support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; overseeing agenda report process; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required.

• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.

• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.

• Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda from rough drafts, verbal instructions, or transcription machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.

• Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.

• Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.

• May coordinate community outreach and event details, under the direction of assigned management staff.

• May provide support to other departments or divisions as needed, including confidential administrative support to the City Manager's Office and City Council.

• Creates and maintains electronic and paper records, including confidential personnel files, agreements/contracts, permits, grants, reports, plans, evaluations and reference lists; acts as department liaison to oversee records management for the department.

• Provides training to lower-level and new staff as required.

• Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.

• Performs other duties as assigned.

Minimum Requirements/License or Certificates Required

Any combination of the following education and experience which demonstrates the ability to perform the duties of this classification.

Experience:

Five years of recent increasingly responsible administrative secretarial, administrative assistant, office management, or related experience. Working in Public Sector or confidential office preferred.

Education/Training:

Equivalent to the completion of the 12th grade, supplemented by specialized training in business or secretarial science.

Licenses and Certifications:

A Valid California class C driver's license or the ability to arrange alternate and timely means of transportation in the performance of assigned duties.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, 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, typewriter 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 weighing up to 25 pounds.

Environmental Elements

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.

Examination Process

A completed NeoGov application must be submitted through NeoGov for consideration by the application deadline. Application materials will not be accepted separate from NeoGov or after the deadline.

A FULLY COMPLETED APPLICATION IS REQUIRED AND PART OF THE REVIEW AND QUALIFYING PROCESS.

Applicants will be evaluated on the basis of relevant training, education and experience as presented in the application. The process may include interviews and/or performance tests. Successful candidates will be placed on the eligibility list established, which will be in effect for a period of up to six months. A background investigation including LIVESCAN fingerprinting and a verification of a valid driver's license and satisfactory driving record from the Department of Motor Vehicles may be required. Applicants will be required to submit verification of the legal right to work in the United States. The City of Poway participates in E-Verify. All employees are required by law to sign a loyalty oath to the United States and the State of California Constitution at time of hire.