Administrative Assistant / Records, Boards & Commissions

The Position

OPEN EXAMINATION - SIX-MONTH PROBATIONARY PERIOD

This is the entry-level classification in the Administrative Series. This classification performs some data gathering and analysis, working independently on routine tasks and functions in the City Clerk Department.

Essential functions of the job include, but are not limited to, the following:
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.

Assists with the management of planning, organizing and maintaining City Council and City reports, plans, documents, contract agreements, and bids.

Compiles, analyzes and interprets statistical and financial data for operational or administrative programs and projects.

Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports; makes arithmetic and statistical calculations.

Performs detailed special projects and research assignments. Collaborates with various staff and departments in completing special projects and reports.

Explains and interprets divisional policies, procedures and regulations to the public.

Conducts program related training or counseling sessions for the public or other employees.

Inputs data and prepares statistical charts, graphs, organizational and workflow charts, procedural manuals and reports using a variety of computer applications.

Develops monitoring controls, regulations, reporting procedures and forms, and assists in review of existing regulations and procedures.

Evaluates community needs by working with citizen groups and acting as liaison between division and community.

Tracks budget expenditures and assists in preparation and monitoring of division budget.

May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.

Receives and screens visitors and telephone calls, providing general and specialized information regarding assigned function that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.

Composes and drafts correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions; independently responds to correspondence and inquiries; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.

Attends Council meetings and takes minutes as assigned.

Assists the City Clerk in the administration of municipal elections. Arranges for polling places and recruits absentee board and precinct workers. Administers the filing of Campaign Disclosure Statements and Conflict of Interest forms.

Interacts extensively with City officials and members of the public.

Assists in the planning, developing and implementation of Departmental programs and procedures, directing and/or participating in conducting studies to evaluate existing and proposed programs, procedures and policies, and directing and/or participating in the department's liaison activities.

Establishes and maintains a variety of filing and tracking systems.

Takes policy, service and information requests relating to governmental activities and refers to proper departments for processing and providing information. Updates and maintains service and information requests through complex record keeping and performs reference and statistical work on computers.

May drive on City business.

Assumes responsibility for ensuring the duties of the position are performed in a safe efficient manner.

Performs other related duties as assigned or as the situation requires.

Minimum Requirements

Education/Experience
Associate Degree with four years office experience; or six years office experience and enrollment in a college in pursuit of an Associate or higher degree.

License(s) / Certification(s)
Valid Class C California driver's license may be required.

Desirable Qualification(s)

Bachelor's Degree is highly desirable.

Experience in records administration highly desirable.

Experience working with Boards and Commissions appointment process is highly desirable.

Experience working in City Clerk's Department is highly desirable.
Fluency in Spanish and/or Armenian is highly desirable.

Knowledge, Skills & Abilities
Knowledge of:
Applicable, federal, state and local ordinances, codes, laws, mandates, etc.
Basic mathematical operations such as addition, subtraction, multiplication, and division.

Boards and Commissions appointment process.
Budgetary processes and procedures.

City Clerk’s operations
English grammar usage, spelling, punctuation, and business vocabulary.
Internal departmental policies and procedures.
Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal or on-line computer.
Record keeping, report preparation, filing methods and records management techniques.

Knowledge of and skill in:
Exceptional customer service practices.

Skill in:
Analyzing and resolving office administrative situations and problems, regulations, rules and policies.
Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.
Conducting detailed and thorough research.
Effective oral and written communications, both on a one-on-one and a group basis.
Making independent judgments and decisions based on standard policy or procedure.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Preparing clear and concise reports, correspondence and other written materials.
Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Using tact, discretion, initiative and independent judgment within established guidelines.
Utilizing standard word processing and spreadsheet software.

Ability to:
Provide exceptional customer service to all employees and vendors.
Effectively train others.
Analyze data.
Design and implement work flow systems.
Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.
Efficiently organize and manage multiple ongoing projects with a high degree of accuracy.
Establish smooth working relationships and resolve interpersonal conflicts.
Handle confidential information with discretion.
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
Lead, coach, instruct and motivate employees.
Maintain a filing system.
Make routine organizational and procedural studies and prepare and present comprehensive reports.
Model and practice the highest standards of ethical conduct.
Prepare and present written reports.
Prepare correspondence and reports using a personal computer and word processing software.
Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software.
Present a courteous, professional public image to the citizens of Glendale.
Prioritize workload and adapt to frequently changing deadlines in a fast paced environment.
Read and interpret documents such as operation and maintenance instructions, procedure manuals
Read, write, communicate effectively and comprehend directions in English.
Understand and carry out written and oral instructions, giving close attention to detail and accuracy.

Other Characteristics
Willingness to:
Work overtime as requested or required.
Assume responsibility for maintaining a safe working environment.

Exceptional Customer Service Policy

The City of Glendale values quality customer service and takes pride in the exceptional service provided by every employee. As a part of the Glendale team, we are dedicated to delivering courteous, considerate, and personalized attention to our diverse community and to one another.

Please click on the link to read the Exceptional Customer Service Policy .

Note
An equivalent combination of experience, education and/or training may be considered as a substitute for the listed minimum requirements.

Selection Process

EVALUATION OF APPLICATION: All applications, resumes and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the selection process.

WRITTEN EXAM: (pass/fail) To evaluate the applicant’s ability to be successful in this position. Exam will be relevant to the duties of this position. Approximately the top 12 highest scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process.

ORAL INTERVIEW: (Weight: 100%) To evaluate the applicant's experience, education, and general background for the position.

Candidates must pass the exam with a minimum score of 70.00% in order to be placed on the eligible list.

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Evaluations will be based on the candidate's education and experience relevant to the position. Examinations will assess evaluate the candidate's education, experience, knowledge and skills related to the job. The City of Glendale reserves the right to modify the examination components or their weighting. If changes are necessary, candidates will be informed of the specific examination components and their weight before the examination is administered. The selected candidate will undergo a background check, including Livescan fingerprinting. The City of Glendale complies with state and federal obligations to provide reasonable accommodations for applicants and employees with disabilities. Applicants with special needs are encouraged to inform the Human Resources Department at least five days before the first examination to ensure reasonable accommodations can be arranged. The provisions of this bulletin do not constitute an express or implied contract.

The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance.

The above listed benefits apply to full-time, salaried positions only.

Closing Date/Time: 3/30/2025 11:59 PM Pacific

• 

• City of Glendale

• 818-548-2152

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