THE POSITIONWith supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.This position is responsible for providing administrative support to the Business Services Division Manager and exceptional internal and external customer service for each of the four units. This position will serve as an HR liaison, responding to personnel related requests and actions, providing payroll support, and facilitating recruitment, hiring, and on-boarding activities for new employees. This position will also be responsible for administrative tasks such as calendar management, meeting scheduling and facilitation, and assistance in the development of innovation programs and various initiatives for implementation. In addition to HR and administrative task support, this position is also responsible for record keeping, compliance management, and correspondence tracking.
IDEAL CANDIDATE STATEMENT
Competency in organizational skills, technological proficiency, project support, interpersonal communications, and the handling of confidential personnel responsibilities will be essential for success in this position. The ideal candidate will be skilled in facilitating meetings, completing and triaging tasks efficiently, effective time management, and attention to detail. Experience in process improvement, opportunity identification and resolution will also be highly valued.
Under general supervision, a Senior Staff Assistant performs a wide variety of responsible, confidential and complex clerical duties; compiles, types and proofreads documents; sorts, files, and distributes documents and correspondence; compiles and maintains confidential materials; maintains records; responds to inquiries.
DISTINGUISHING CHARACTERISTICS
This journey-level classification is populated with multiple incumbents. The Senior Staff Assistant independently performs difficult clerical tasks requiring specialized knowledge of clerical functions and department operations. The Senior Staff Assistant is distinguished from Staff Assistant in that the former performs more complex and technically difficult clerical tasks and works more independently.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by a division manager or senior-level professional.
ESSENTIAL DUTIES AND RESPONSIBILITIES- Researches, compiles, tabulates, checks, and maintains data for special projects and various statistical and financial reports; prepares basic statistical reports, charts and graphs; maintains records for funds and expenditures; maintains complex filing systems and databases. compiles and maintains confidential materials and records related to labor negotiations.
- Types and proofreads a variety of documents including reports, memos, and statistical charts from oral direction, rough draft forms, copies, notes, or transcribing machine recordings; operates adding machines and other office equipment; composes routine correspondence.
- Receives, reconciles and matches bills, claims and other documents, verifies information and searches for missing information; maintains inventory records and information logs; processes purchase requisitions; maintains purchase records; resolves errors in orders received and invoices; orders office supplies; submits expense claims.
- Compiles, tracks, and maintains contract and insurance certificate files for consultants and vendors; reviews and analyzes such contracts and certificates to ensure compliance with the City’s insurance requirements; processes, completes, and forwards proper forms with necessary signatures to appropriate outside administrative agencies on a timely basis.
- Schedules appointments and various meetings; acts as receptionist; answers the telephone and waits on the general public, gives information on department policies and procedures as required.
- Issues, receives, types, and processes various applications, permits, and other forms; reviews, process and files routine forms; responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations; explains program requirements.
- Assists in the training of new personnel.
- Provides exceptional customer service to those contacted in the course of work.
- Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.
QUALIFICATIONSKnowledge of:
- English usage, spelling, grammar, and punctuation.
- Modern office procedures, methods, and equipment and business writing.
- Record keeping principles and procedures.
- Mathematical calculations.
- Policies, practices, and procedures.
Skill in:
- Use of computers, computer applications, and software.
Ability to:
- Type at a speed of 40 to 50 net words per minute.
- Maintain the confidentiality of selected documents and records as required.
- Set up and type reports, correspondence, memos, charts, and related documents.
- Operate modern office machines and equipment.
- Learn department policies, procedures, organization, and operating details.
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Understand, interpret, and apply a body of technical information beyond normal department policies and procedures.
- Communicate effectively, verbally and in writing.
- Work cooperatively with other departments and outside agencies.
- Work independently with minimal supervision.
- Handle multiple projects while maintaining accuracy.
EXPERIENCE AND EDUCATION
Experience:
Three years of progressively responsible clerical experience equivalent to a Staff Assistant classification in the City of Sacramento.
Substitution:
Completion of specialized business or clerical courses may substitute for experience on a year-for-year basis to a maximum of one year.
PROOF OF EDUCATIONShould education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and
will be required at the time of appointment. Unofficial documents and/or copies are acceptable.
An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service.
Evaluation of education records will be due at time of appointment.SPECIAL QUALIFICATIONS
Driver License:
Possession of a valid California Class C Driver License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.
PROBATIONARY PERIOD:Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.
THE SELECTION PROCEDUREPlease note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox. 1. Application: (Pass/Fail) - All applicants must complete and submit
online a City of Sacramento employment application by the final filing deadline ;
- Employment applications must be submitted online; paper applications will not be accepted.
- Employment applications will be considered incomplete and will be disqualified:
- If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
- If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education
will be required at time of appointment.Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C. Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
2. Training and Experience Exam: (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:
- Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
- A resume will not substitute for the information required in the T&E questions.
3. Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Senior Staff Assistant examination.
4. Screening Committee: (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.
5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.
QUESTIONS: For questions concerning this job announcement and the application process:
- Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
- For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
- Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
- Send an email to employment@cityofsacramento.org ; or
- Call the Human Resources Department at (916) 808-5726
Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.
Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.
Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf
Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html
Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf
Closing Date/Time: 7/15/2024 11:59 PM Pacific
