The City of Temecula is an Equal Opportunity Employer.
Position DescriptionPOSITION DESCRIPTION Salary Range Effective June 29, 2024
$30.10 - $42.53 Hourly
$5,217.33 - $7,371.87 Monthly
$62,608.00 - $88,462.40 Annually
The City of Temecula is hiring an Administrative Assistant, Limited Term Assignment (LTA) in the Human Resources and Risk Management Department. This position will provide key administrative support to all functional areas of the Human Resources and Risk Management Department, including assisting with special projects and complex tasks. Work will involve handling a variety of routine inquiries, preparing correspondence and preparation of time sensitive documents. Responsible for Performing research and providing information on a variety of complex topics. Maintains department and employee records and files and assists in a variety of Human Resources programs andevents. This position will be responsible for processing purchase orders, tracking the budget and maintaining inventory of office and other supplies for the department.
The ideal candidate is a confident individual that is self-motivated, empathetic and enjoys working as part of a team. Qualified candidates will be personable, have excellent customer service skills and the ability to communicate collaboratively with all stakeholders. Strong candidates will be talented multi-taskers that can keep up with the varying responsibilities and people-centered issues that can arise without notice throughout the workday. This is a confidential position that handles sensitive and personal employee information and requires someone that maintains confidentiality and possesses strong ethics and integrity.
Hybrid telecommuting is available for California residents and is limited to teleworking two days a week.
This position is limited term and is designed to maintain current operations while Human Resources staff implement Tyler Munis. This is a full-time, benefited position that is anticipated to be a two-year assignment. DEFINITIONUnder general supervision, provides a variety of responsible and complex administrative support to an assigned department.
DISTINGUISHING CHARACTERISTICSThe Administrative Assistant is the Advanced Journey level classification in the Administrative series. The employee performs complex, responsible administrative support duties. The Administrative Assistant is distinguished from the Senior Office Specialist by the level of responsibility assumed and the complexity of duties assigned.
SUPERVISION RECEIVED AND EXERCISEDReceives general supervision from the Director of their designated department or his/her designee.
May provide lead supervision to assigned staff.
Examples of DutiesDuties may include, but are not limited to, the following:
- Assists Department with a variety of administrative tasks
- Informs management staff of urgent issues, project due dates, upcoming meetings, and scheduled events
- Maintains calendars, schedules meetings and makes conference and travel arrangements, and organizes materials for approval and signature
- Receives and fields incoming telephone calls and visitors; responds to inquiries, resolves complaints and provides information regarding departmental programs, policies and procedures; refers callers and visitors to appropriate staff as appropriate for specific projects and concerns
- Prepares, types and proofreads a variety of reports, letters, memoranda and forms from scratch, rough draft, or verbal instruction, including documents of a confidential or sensitive nature; reviews documents for completeness, accuracy, formatting and compliance with policies and procedures
- May attend public meetings or hearings; assembles and prepares agenda packets; takes notes and transcribes minutes; disseminates information to interested parties
- Assists with the preparation of contract documents and consultant service agreements; proofreads documents and maintains files
- Organizes, maintains and updates a variety of departmental files, records and databases on a variety of subjects
- Researches, retrieves and compiles information from files, databases and external sources to prepare reports, presentations and correspondence
- Prepares files for archival, and stores and retrieves archived files as necessary
- Receives, reviews and distributes mail and correspondence sent to department; responds to inquiries or routes to staff as appropriate
- May monitor invoices and expenditures for department projects or expenditures; prepares check requests; monitors departmental supply inventory, and purchases supplies as necessary
- May provide assistance with department software operation and troubleshooting
- Prepares and writes a variety of reports and documentation, including detailed Risk Management incident reports
- Performs other duties of a similar nature
Minimum QualificationsEDUCATION AND/OR EXPERIENCEHigh School Diploma or equivalent; and three (3) years of secretarial or administrative support experience.
KNOWLEDGE, SKILLS & ABILITIESKnowledge of: - Objectives, programs, policies and procedures of the assigned department
- Pertinent federal, state, and local laws, codes and regulations related to departmental operations
- Basic principles and practices of budget administration
- Principles and procedures of record keeping and reporting
- Principles and procedures of work organization and office management
- Occupational hazards and safety measures appropriate to work performed
Skill to:- Operate various types of standard office equipment, including a personal computer and related software
- Operate a motor vehicle in a safe manner
Ability to:- Interpret, explain and apply departmental policies and procedures and pertinent federal, state, and local laws, codes and regulations
- Establish and maintain courteous, cooperative, and effective working relationships with those encountered in the course of work
- Maintain professionalism, courtesy and composure at all times, including stressful situations, and handle disputes and complaints in a calm manner
- Plan, organize, and prioritize projects and tasks in order to meet strict deadlines
- Prepare and maintain accurate and precise written documents such as reports, records, forms and correspondence
- Communicate clearly and concisely, orally and in writing; understand and follow oral and written instructions
- Use proper English, spelling, grammar and punctuation
- Perform basic arithmetic computations with accuracy and speed
- Evaluate situations, identify problems, and exercise sound judgment within established guidelines
- Communicate respectfully and effectively with a diverse internal and external customer base; maintain confidentiality of information; remain calm, and exercise sound judgment when dealing with sensitive, complex, tense and/or confrontational situations
- Serve as emergency services worker in the event of an emergency
LICENSES AND/OR CERTIFICATESPossession of a valid California Class C driver's license and an acceptable driving record.
SPECIAL REQUIREMENTSSatisfactory results from a background investigation and administrative screening. The administrative screening may include a pre-employment drug screening for positions which are designated as safety sensitive or security sensitive, including but not limited to being responsible for the care and custody of children and operating heavy equipment.
May be required to occasionally work outside of regular work hours (e.g. evenings, holidays, and weekends).
Supplemental Information WORKING CONDITIONS & PHYSICAL DEMANDS :The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand and sit; talk or hear both in person and by telephone; use hands to finger, handle, feel or operate equipment needed to carry out duties of the position; and reach with hands and arms. The employee frequently stands or walks, and lifts and moves records and documents or objects weighing up to 50 pounds alone, and up to 100 pounds with assistance. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
The employee is regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, officials, customers, vendors, contractors, and the public.
The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 50 decibels.
This recruitment will establish an eligibility list which may be used to fill future vacancies in the same classification or below in the same classification series for both project and authorized positions.
PLEASE NOTE: If you are a CalPERS annuitant, please be advised that this position does not meet the statutory criteria for post-retirement employment because the incumbent will be performing regular staff duties for an undetermined duration. Employment in this capacity would require you to rescind your retirement and reinstate as a current member of CalPERS. SUPPLEMENTAL INFORMATION :Flexibly Staffed: No
FLSA Status: Non-Exempt
Conflict of Interest: Not Required
Department: Various
Bonding Required: No
The City of Temecula is an Equal Opportunity Employer.
Benefit Summary for Non-Management Confidential EmployeesNon-management confidential employees enjoy a generous allotment of $1,800 per month to purchase a variety of benefit options detailed below.
City Contributions The City provides a
Health Flex Contribution (HFC) of$600 per month that may be used for enrollment in the City’s health, dental, or vision insurance, or a health flexible spending account. Any unused portion of the HFC will be forfeited.
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Cafeteria Allotment of $1,200 per month may be used to pay premiums for health, dental, vision, mandatory group life and disability insurance, and health or dependent care flexible spending accounts. Any unused cafeteria allotment will be paid to the employee as taxable income.
Health Insurance The City’s health plans are administered by CalPERS. We offer a variety of health plans, including HMOs and PPOs.
Dental Insurance Dental coverage is offered through MetLife. Employees have the option of HMO or PPO plans with rich benefits at competitive rates.
Vision Insurance EyeMed provides the City’s vision plan. In addition to extensive coverage at a low rate, EyeMed partners with service providers and retailers throughout the region.
Life and AD&D Insurance All City employees are required to enroll in a basic life and AD&D group policy in the amount of $50,000. Confidential employees receive an additional $100,000 life insurance policy paid for by the City. Additional life insurance is also available for employees and their family members.
Short- and Long-Term Disability All City employees are required to enroll in short- and long-term disability insurance. This insurance pays 2/3 of the employee’s wages if the employee is off work due to an illness or injury outside of work.
Flexible Spending Accounts The flexible spending accounts provided by the City allow you to pay for certain health and dependent care expenses with pre-tax dollars.
Supplemental Plans Supplemental plans through Aflac can help you bridge the gap in your existing health insurance. Plans include Accident Indemnity, Hospital Indemnity and Critical Illness Protection.
Retirement Authorized employees are enrolled in the California Public Employees Retirement System (CalPERS). The City offers the followingretirement plans depending upon eligibility:
Classic Tier 1 Members:
This category applies to employees hired by the City of Temecula before 9/24/11. The retirement formula is 2.7% @ 55 with an 8% employee contribution; however, the City pays 5% of the employee's contribution.
Classic Tier 2:
This category applies to employees hired by the City of Temecula on or after 9/24/11, and are considered "classic"CalPERSMembers . The retirement formula is 2% @ 60 with a 7% employee contribution; however, the City pays 4% of the employee's contribution.
PEPRA Members:
This category applies to employees who are hired by the City of Temecula after 1/1/13 and are new toCalPERSmembership. Retirement formula is 2% @ 62 with a 7.25% employee contribution.
Confidential Employee Cost-Sharing:
Non-Management confidential employees who are classic CalPERS Members (Tier 1 or 2) pay 3% of the employer contribution and the City pays the full employee contribution (EPMC). The value of the employer paid member contribution is reported as compensation and can positively impact the employee’s highest final compensation amount.
Deferred Compensation Plans The City partners with both MissionSquare and Nationwide Retirement Solutions to provide you with additional options to fund your retirement.
Comprehensive Annual Leave (CAL) The City encourages work/life balance. We offer paid Comprehensive Annual Leave (CAL) that can be used for rest and relaxation, personal business or personal/family illness.
Holidays City employees receive a total of 13 paid holidays each calendar year. This includes 12observed holidays and one floating holiday each year.
Bonding Leave The City believes bonding with a new child is vitally important for families. Employees are provided up to eight weeks of bonding leave for the purpose of bonding with their child in connection with birth, adoption, or foster care placement. Bonding leave is paid at the rate of 2/3 of the employee’s base salary and may be used for up to one year following the birth, adoption or foster care placement.
Tuition Reimbursement The City offers Tuition Reimbursement of up to $1,500 per fiscal year for job related education or training that will benefit the employee in their position.
ComputerLoan Program After one full year of employment, the City provides employees with an interest-free loan of up to $2,000 to purchase a personal computer, iPad, or similar "computer tablet" device.
Closing Date/Time: 6/26/2024 11:59 PM Pacific
