Job Details

Job Title

Under general supervision, performs a variety of complex and highly responsible administrative and office support duties of considerable complexity requiring thorough knowledge of the assigned department, its procedures, and operational details; assists with confidential and sensitive projects; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry and organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing; provides information to the public and City staff; and performs related duties as assigned.

Examples of Duties

Duties may include, but are not limited to, the following:

• Provides administrative support to a department head in daily operations management.
• Interprets and explains City and department policies, rules, and regulations in response to inquiries; refers to inquiries as appropriate; responds to most complicated or sensitive inquiries or complaints; assists in developing department policies and procedures in order to meet department objectives.
• Provides lead direction, as assigned, to administrative support personnel including assigning and reviewing the work of others, and responds to questions and situations to which less experienced staff have not been exposed.
• Prepares, types, and/or processes various documents requiring professional knowledge of the department, division, or program functions, which may include, but are not limited to, permits, licenses, applications, vouchers, claims, meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal/official documents, bid documents, etc.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough drafts, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
• Maintains accurate and detailed records, verifies the accuracy of information, researchs discrepancies, and records information.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Performs various accounting/bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable/receivable, preparing financial reports and statements, maintaining and balancing accounts, preparing bank deposits, etc.
• Maintains timecard and payroll records; prepares, updates, and processes personnel action forms, employee data sheets, and position control sheets; maintains departmental records for management personnel including employee evaluations and disciplinary actions.
• Prepares, copies, collates, and distributes a variety of documents, including meeting agendas and/or minutes, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, files, and report summaries; retrieves information from systems as required.
• Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; researchs records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries.
• Communicates with officials and staff of other departments and agencies to obtain and relay information and coordinate activities.
• Receives and responds to inquiries, in oral or written form, from the public or other agencies concerning department/division operations.
• Performs other clerical/administrative support work as required, which may include but is not limited to copying documents, filing/retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars, updating departmental website; maintain inventory of supplies and materials, etc.
• Makes travel arrangements, maintains appointment schedules and calendars, and arranges meetings and conferences.
• Prepares and distributes outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to ensure accuracy.
• Organizes, coordinates, and attends various meetings and training as required or appropriate.
• Completes special projects as assigned.

Typical Qualifications

Knowledge of:

• Business administrative policies and procedures.
• City and department programs, goals, policies, and procedures of the assigned department/division.
• Applicable federal, state, and local laws, regulatory codes, ordinances, procedures, and terminology relevant to the assigned area of responsibility.
• Principles and practices of data collection and report generation.
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department/division.
• Recordkeeping, report preparation, and filing systems and methods.
• Financial recordkeeping and basic budget preparation process.
• Business arithmetic, including percentages and decimals.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions, projects, and task coordination.
• Computers and software programs to conduct, compile, and/or generate documentation.

Ability to:

• Plan, organize, and coordinate the work of assigned staff.
• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Perform difficult and complex administrative statistical and functional work involving the use of considerable independent judgment.
• Maintain confidentiality of information received.
• Understand the scope of authority in making independent decisions.
• Gather and compile department/division-specific information from a variety of sources.
• Prepare, review, and present reports, recommendations, correspondence, and other communications in a clear and concise manner.
• Understand and follow complex oral and written instructions.
• Organize and maintain accurate files and records.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Make accurate arithmetic computations.
• Review situations accurately and determine an appropriate course of action using judgment according to established policies and procedures.
• Understand, interpret, and apply pertinent laws, codes, regulations, policies, procedures, and standards relevant to the work performed.
• Effectively represent the department/division and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Independently organize work, set priorities, Schedule and coordinate projects, meet critical deadlines, and follow up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Use principles of effective office safety including the use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintenance of safe housekeeping in personal and common workspaces.
• Provide high-quality, economical services to the Citrus Heights community, placing emphasis on responsive customer service.
• On a continuous basis, know and understand all aspects of the job; organize work papers, intermittently, review documents related to department operations; observe, identify, and problem-solve office operations and procedures; understand, interpret, and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
• On a continuous basis, sit at a desk and/or stand for long periods of time; intermittently twist and bend to reach office equipment; use simple grasping and fine manipulation; and write or use a keyboard to communicate through written means; run errands; lift or carry the weight of 10 pounds or less

Experience and Training:

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience: Three years of increasingly responsible experience in administrative and office support operations required. One year of office management experience and/or providing support to a management-