ADMINISTRATIVE ASSISTANT (FULL-TIME)

FILING DEADLINE:
Recruitment is scheduled to close Monday, December 9, 2024 at 5:00pm OR when the first one-hundred (100) qualified applications are received; whichever occurs first.

The City of Santa Fe Springs seeks applicants for the position of Administrative Assistant . Three (3) vacancies exist in the following divisions of the Community Services Department:

• Administrative Services (1)
• Family and Human Services (1)
• Library Services (1)

Employment Type: This is a full-time benefited position, represented by the City of Santa Fe Springs City Employees Association.
Work Schedule: The position will be assigned a 4/10 work schedule.
POSITION PURPOSE:
Under direct supervision, provides general administrative and clerical support to the Community Services Department, specific Division, and staff; provides customers service in person and on the phone; prepares correspondence and other paperwork; maintains filing systems.

SUPERVISION RECEIVED:
Receives direct supervision from a director or other higher-level management staff.

SUPERVISION EXERCISED:
None.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

A. Held in Common:
1. Supports the Mission of the City and its Elected and Appointed Officials.
2. Exhibits loyalty to the City and its representatives.
3. Provides courteous and timely service to the public as the ultimate employer.
4. Works cooperatively with other City employees.
5. Exhibits integrity and displays ethical behavior.
B. Essential Job Specific Duties:
1. Types correspondence, memos, forms, reports, and other documentation; edits for content, accuracy, and completeness.
2. Composes correspondence in accordance with brief oral or written descriptions; transcribes minutes.
3. Greets patrons and provides customer service; communicates with the public and staff in person and on the telephone; provides information; directs calls and visitors.
4. Balances daily financial transactions or other statistical data/reports; processes payments.

C. Other Job Specific Duties
1. Schedules appointments and meetings; maintains calendars.
2. Maintains various filing systems.
3. Makes copies of various documents and records.
4. Assists with special events, projects, programs, and activities.
5. Creates forms and fliers.
6. Maintains a variety of logs and records.
7. Sorts and distributes mail.
8. Maintains and orders office supplies.
9. Maintains and operates office equipment.
10. May serve as switchboard receptionist.
11. Performs cash register operation.
12. Performs related duties as required.
13. Processes a variety of special forms and other documentation related to department activities.
14. Assists with preparation of reports; researches and compiles data and information.
15. Maintains various records and logs related to department activities.

REPRESENTATIVE COMPETENCIES AND QUALIFICATIONS:
The requirements listed below are representative of the knowledge, skill and ability required to satisfactorily perform the jobs essential duties and responsibilities.

Knowledge of:
Departmental policies and procedures.
Customer service techniques; telephone etiquette.
English usage, spelling, grammar, and punctuation.
Modern office procedures and equipment including computers.
Microsoft Word processing and other related Microsoft applications.
Basic Mathematics.

Ability to:
Provide customer service to visitors and staff.
Type at a speed necessary for successful job performance.
Prepare correspondence and forms.
Maintain calendars.
File and maintain records.
Follow written and oral instructions.
Communicate effectively verbally and in writing.
Work with accuracy and attention to detail.
Operate and use modern office equipment.
Effectively organize and prioritize assigned work.
Establish and maintain effective working relationships with employees, Divisions, and Departments.

EDUCATION AND EXPERIENCE:
The following requirements generally demonstrate possession of the minimum requisite knowledge and ability necessary to perform the duties of the position. A typical way to obtain these would be:

• High School Diploma or an equivalent certificate or diploma recognized by the State of California.
• One (1) year experience performing duties equivalent to Administrative Clerk I

NEPOTISM POLICY:
Relatives may be appointed regardless of the designation of full or part-time classification. Candidates with relatives employed by the City will be excluded from applying for a vacancy if one or more of the following criteria exist: 1) The appointment of a relative would place one in a supervisory capacity directly over the other 2) The appointment would create a situation in which it is conceivable personal gain for one could be obtained by the actions of the other 3) The appointment would create a situation where performance or non-performance of either would have a direct effect upon the performance of the other 4) The appointment would create a situation where the confidentiality of either could be compromised. Candidates with relatives employed by the City will be evaluated on a case-by-case basis. "Relative" shall be defined as: mother, father, son, daughter, brother, sister, grandmother, grandfather, grandchild, spouse, domestic partner, step mother, step-father, step-sister, step-brother, stepchild and step grandchild.

WORKING CONDITIONS:
The work environment characteristics described are representative of those an employee encounters in performing the essential functions of this job.

• Work is primarily performed indoors.
• Noise level is quiet to moderate.
• Hazards are minimal.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable employees with disabilities to perform the essential duties.

• Sit for extended periods of time.
• Stand, walk, kneel, squat, stoop, and bend.
• Push, pull, and reach overhead and above shoulders.
• See well enough to read documents and operate office equipment.
• Lift and move up to 25 pounds.

HOW TO APPLY:
Applicants are required to complete and submit a city application online. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the link located at the top of this page. New users must first create an account.

METHOD OF SELECTION:
Selection may be based upon an application review, a performance examination and evaluation, and a structured interview. Appointment will be contingent upon a criminal record check and physical examination, including a drug screen.

ACCOMMODATION:
If you require special testing and/or interview accommodations due to a physical, mental, or learning disability, please call the Human Resources Office at (562) 409-7530 at least 5 days prior to the scheduled date.

https://cms5.revize.com/revize/santafespringsca/departments/human_resources/benefits.php

Closing Date/Time: 12/9/2024 5:00 PM Pacific

• 

• City of Santa Fe Springs

• 562-409-7530

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