CITY OF VERNON, CA
Vernon, California, United States
May 14, 2024
Full Time
Job Summary EMPLOYMENT OPPORTUNITY WITH THE CITY OF VERNON ADMINISTRATIVE ASSISTANT MONTHLY SALARY: $4,070 - $4,947* *3% cost of living increase effective July 14, 2024 PLUS, AN EXCELLENT BENEFITS PACKAGE FINAL FILING DEADLINE SUNDAY, JUNE 02, 2024, 11:59 PM OR WHEN WE RECEIVE THE FIRST 50 QUALIFIED APPLICATIONS, WHICHEVER OCCURS FIRST. THIS RECRUITMENT IS TO FILL ONE FULL-TIME VACANCY IN PUBLIC WORKS AND TO ESTABLISH AN ELIGIBILITY LIST TO BE USED FOR FUTURE VACANCIES. This recruitment is aimed at filling a staffing need within the Public Works Administration Division. As an Administrative Assistant, the selected candidate will perform duties and tasks associated with reviewing and electronically processing invoices, contracts, and purchase orders in Tyler Munis an automated system; drafting short memos, proof reading, email correspondence; light in-person customer service at a counter; as well as multi-tasking and shifting tasks as necessary to meet deadlines. Knowledge in Microsoft Excel is desirable. Under basic supervision, performs a variety of routine clerical and administrative support functions supporting departmental operations; prepares correspondence; reviews applications and documents for completeness; maintains departmental records and filing systems; conducts research and special projects. DISTINGUISHING CHARACTERISTICS: -- Administrative Assistant, is the entry level in the job series; incumbents work under basic supervision, and perform a variety of routine and supportive clerical duties. Essential Functions Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job flyer does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following: Performs routine clerical support within area of responsibility; reviews applications and documents for completeness; organizes and maintains departmental records and filing systems; scans documents for records retention. Provides customer service at front desk; answers, screens and directs incoming telephone calls; responds to public inquiries and requests for information; schedules appointments; opens and distributes interoffice mail. Types, formats, edits and proofreads correspondence, meeting agendas, reports and documents; composes routine correspondence; makes copies and assists with collating binders. Processes a variety of permits and permit applications. Uploads current information to the City's website. Purchases office supplies; organizes and maintains supply room; processes requests for payments; reconciles billing statements; processes or assisting in processing Department's payroll and personnel status changes. Conducts a variety of general office duties including data entry. Maintains and enforces all aspects of security and confidentiality of records and information. Enters, compiles and summarizes financial or other data, and prepares routine or special reports. Processes requests for information, and attempts to resolve them by researching files and records; explains rules, policies, and procedures; explains the proper use and completion of forms and documents; refers matters requiring policy interpretation to supervisor for resolution. Performs technical research activities and special projects. Serves as backup for other positions to ensure continuity of operations during absences. Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned. Minimum Qualifications Education, Training and Experience Guidelines: Possession of a High School Diploma or GED, AND one (1) year administrative support including customer service experience. Supplemental Information Knowledge of: · City organization, operations, policies and procedures. · City Code, City Ordinances, and Standard Operating Manual. · Principles and practices of office administration. · Records management principles. · Telephone etiquette and customer service protocol. · Customer service standards and protocols. · Business computers and standard MS Office software applications. Skill in: · Preparing correspondence and various types of documents. · Reviewing documents for accuracy. · Organizing and maintaining departmental records and filing systems. · Answering incoming calls and responding to public inquiries. · Coordinating special projects in support of departmental operations. · Organizing tasks and meeting deadlines. · Operating a personal computer utilizing a variety of business software. · Explaining City policies and procedures. · Communicating effectively verbally and in writing. · Dealing tactfully and courteously with the public. · Establishing and maintaining cooperative working relationships with co-workers and the public. LICENSE AND CERTIFICATION REQUIREMENTS: A valid California State Driver’s License may be required depending on area of assignment. PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment. SELECTION PROCESS: Completed application packets will be reviewed and only the first 50 qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City, will be invited to participate further in the selection process, which may include a written exam and a panel interview. Candidates must be specific and complete in describing their qualifications for the position. Failure to state all pertinent information or include required attachments may lead to elimination from consideration. Applications must be submitted online . If you submit multiple applications, only the most recent application will be considered. Stating "see resume" is not an acceptable substitution for a completed application. To view the complete job description, please visit our website at www.cityofvernon.org . It is the applicant’s responsibility to notify the Human Resources Department of any changes to their contact information. “The City of Vernon is an Equal Opportunity Employer” CITY OF VERNON - HUMAN RESOURCES DEPARTMENT Lisette Grizzelle, Senior Human Resources Analyst lgrizzelle@cityofvernon.org (323) 583-8811, ext. 166 The City of Vernon offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental vision, life, and long term disability insurance. Retirement Benefit : Retirement benefits are provided by the California Public Employees' Retirement System (CalPERS): Effective January 1, 2013, newly hired non-safety employees who are new CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the CalPERS 2% at 62 benefit formula. New members will be required to pay 7% as their member contribution. An employee who is a "classic" member of CalPERS, will be enrolled in the CalPERS 2.7% at 55 benefit formula. Classic employees urrently pay an 8% employee contribution and a 3% share of the employer contribution. Cafeteria Benefits Plan : The City offers a monthly allowance towards the purchase of a HMO, PPO or HSA medical plan for the employee and their family members. Any remaining amount can be used towards the purchase of a HMO or PPO Dental planand Vision coverage for dependents. Vision coverage is included at no cost to the employee. Supplemental Insurance plans are available. Holiday pay : The City observes 13 holidays per calendar year. Bilingual pay : Employees in eligible positions who successfully demonstrate Spanish speaking skills would be eligible to receive an additional $275.00 a month. Vacation : Continuous Years of Service Vacation Hours Earned Bi-Weekly Accrual 1st year thru 4th year 80hrs; 3.08 accrual rate 5th year thru 9th year 100hrs; 3.85 accrual rate 10th year thru 14th year 120hrs; 4.62 accrual rate 15th year thru 24th year 160hrs; 6.16 accrual rate 25th year and more 190hrs; 7.31 accrual rate Vacation 24/7 Operation: Continuous Years of Service Vacation Hours Earned Bi-Weekly Accrual 1st year thru 4th year 96hrs; 3.69 accrual rate 5th year thru 9th year 120hrs; 4.61 accrual rate 10th year thru 14th year 144hrs; 5.53 accrual rate 15th year thru 24th year 192hrs; 7.38 accrual rate 25th year and more 228hrs; 8.76 accrual rate Sick Leave : All full-time employees shall accrue up to 80 hours of sick leave per calendar year, at a rate of 3.08 hours per pay period. Tuition Reimbursement : $2,200.00 is available to those who satisfactorily complete job related college courses. Other Benefits : Most employees work a 4/10 schedule. In addition, the City offers bereavement leave and jury duty. Miscellaneous Benefits : The City provides an interest-free loan program for the purchase of a computer, corrective eye surgery and a hearing aide device. The City of Vernon encourages you to log onto our website for the benefit details www.cityofvernon.org Closing Date/Time: 6/2/2024 11:59 PM Pacific