Senior Administrative Clerk

Definition

The recruitment will remain open until the first review of applications scheduled for April 30, 2024 oropen until enough qualified applications have been received. Interested applicants should apply as soon as possible as the recruitment may close at any time.

The City of Benicia is recruiting to fill a full-time Senior Administrative Clerk position within the Public Works Department (Corp Yard). This eligibility list will be established to fill this vacancy, as well as any other full-time, part-time, and/or temporary positions that occur during the period the eligibility list is active.

This position will perform a wide variety of clerical work and highly responsible administrative assistance for a major independent office or division; to exercise an advanced level of technical expertise and/or job knowledge relating to clerical function; and to perform a variety of technical tasks relative to assigned area of responsibility.

If you are looking for a rewarding place to work, welcome new challenges, and are ready to be part of a dynamic team, apply today!

All applicants will need to submit a typing certificate of 50 wpm or greater at time of application submission; we do not accept online typing certificates. More information on where you can take a typing test can be found at the end of this job brochure.

Distinguishing Characteristics

This is the advanced journey level in the Administrative Clerk series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed, complexity of duties assigned, independence of action taken, by the amount of time spent performing the duties, and by the nature of the public contact made.

Employees perform the most difficult and responsible types of duties assigned to classes within this series, and perform duties requiring specialized knowledge in the areas of assignment. Employees at this level are required to be fully trained in all procedures related to assigned areas of responsibility.

• Receives direction from assigned supervisory or management staff.

• May exercise technical and functional supervision over lower support staff as appropriate.

Representative Duties / Qualifications

Duties may include, but are not limited to, the following:

• Provide highly responsible clerical support to a major office or division; may participate and assist in the administration of an office including specific program responsibility, and the processing of routine payroll, personnel and purchasing documents.

• Deal with the public in non-routine matters using own discretion to directly resolve issues regarding the intent of instructions, past practice, and City regulations related to area of assignment.

• May prepare and type resolutions, ordinances, agreements, and proclamations in final form; may serve as secretary to a board or commission, preparing the agenda and taking minutes of the meetings.

• Take and transcribe dictation from rough draft, written notes or recordings.

• Type, proofread and use word processing applications to prepare a variety of documents, including general correspondence, agendas, reports, memos and statistical charts from rough draft, recordings or verbal direction.

• Initiate and maintain a variety of files and records of information related to area of assignment.

• Handle a variety of confidential personnel and business information.

• May provide indirect supervision to part time and lower level support staff as assigned.

• Provide information and forms to the public and may assist in filling out forms; collect and process appropriate information related to area of assignment.

• Act as receptionist; screen calls and visitors and refer inquiries as appropriate; respond to complaints and requests for information based upon assigned department's policies and procedures.

• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.

• Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Knowledge of:

• Modern office procedures, methods and computer equipment.

• Business English, vocabulary, grammatical usage, punctuation and correct spelling.

• Reception and telephone techniques.

• Principles and procedures of record keeping.

• Intermediate word processing, spreadsheet, and database management methods, techniques and programs.

• General City policies and procedures.

Ability to:

• Organize, plan, schedule and implement administrative and clerical operations/activities related to area of assignment.

• Intermittently, review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.

• On a continuous basis, sit at desk and/or stand at counter for long periods of time; intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.

• Learn, understand, interpret and apply methods, policies, and procedures of the department to which assigned.

• Type at a speed of not less than 50 words per minute from clear copy.

• Perform general clerical work including maintenance and compiling of complex and extensive records and files.

• Effectively operate computer hardware and software applications for word processing, spreadsheets, and database management, dictation and transcription machines and other modern office equipment.

• Operate standard office machines including computers and dictation equipment.

• Work independently with little supervision, exercise initiative, and sound judgment.

• May train or provide lead guidance for less experienced support staff as necessary.

• Maintain confidentiality of a wide range of sensitive information.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Communicate clearly and concisely, both orally and in writing.

EXPERIENCE AND EDUCATION

Any combination of experience and training 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 experience similar to the Administrative Clerk II with the City of Benicia, preferably involving contact with the general public.

Education:

• Equivalent to the completion of the twelfth grade.

LICENSES AND/OR CERTIFICATIONS

• Possession of, or ability to obtain, a valid California driver's license.

Supplemental Information

APPLICATION PROCESS:

Individuals interested in being considered for the Senior Administrative Clerk position must submit an application and responses to the required supplemental questions by the final filing date. It is preferred you apply through the NeoGov system by using the link: APPLY HERE

Individuals wishing to file a paper application in lieu of the on-line application process should contact the City ofBeniciaHuman Resources Department at 250 East "L" Street,Benicia, CA 94510. Business hours are Monday

• Friday from 8:00 am

• 12:00 pm, and from 1:00 pm

• 5:00 pm.

Applicants are expected to accurately document their related experience and any training, education, and/or skills relevant to this position. Applicants should respond to all supplemental questions, even if the information is also contained in the application.

IMPORTANT INFORMATION REGARDING TYPING CERTIFICATES

Failure to attach or submit a current (dated within 2 years from the date of application) typing certificate will cause you to be disqualified from this recruitment for failure to follow directions.

Typing certificates must be an original 5-minute timed typing certificate noting a net typing speed (after errors) of 50wpm or more. This certificate must be dated no later than 2 years before the application date and provided from an accredited school, agency, facility or institution that is deemed acceptable by the City's Human Resources Department staff.

On-line typing tests will not be accepted. E-mailed test results from typing test websites will not be accepted.

The certificate must contain the official emblem and name of the agency that administered the exam, as well as the following information:

• Name of Applicant

• Number of corrected (net) words per minute typed during a five (5) minute timed test

• Date of Certificate - can not be more than 2 years old as of the date of application

• Signature and title of person verifying the typing test

• Address and telephone number of agency administering the exam

Please note, only typing exams of 5 minutes in length or more will be accepted. Your net typing speed on your certificate must be greater than or equal to the required typing speed for this City of Benicia position.

IT IS THE APPLICANTS RESPONSIBILITY FOR FINDING A LOCATION THAT OFFERS TYPING TESTS/CERTIFICATES. PLEASE DO NOT CALL US FOR THAT INFORMATION.

Many adult schools, community colleges, and temporary employment service agencies provide typing certificates for your convenience and most do charge some type of fee, however the City will not reimburse for any costs associated with an applicant's typing certificate.

The application must be completed in its entirety. Incomplete applications MAY RESULT IN DISQUALIFICATION.

SELECTION PROCESS:

Application materials will be carefully evaluated; applicants who document possession of experience and education which most closely meet the requirements of the position will be invited to participate in the next phase of the selection process, which may include an assessment and interview process.

Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.

Prior to appointment, candidates must pass a thorough background investigation and a pre-placement medical screening, including a drug screen.

If, due to a disability, you need accommodations at any point during the application or testing process, please contact the Human Resources Department at(707) 746-4766.