Administrative Assistant I/II/III Job at Lathrop, San Joaquin County, California

Administrative Assistant I/II/III

City of Lathrop , California


Job Information 

Full-Time

Public Works

Mid Level

Salary/Wage 

$49,516.00 - $69,797.00 Annually

Application Deadline 

Continuous

No Application Deadline

Recruitment Type 

Open Competitive

Details 

Position Information

The City of Lathrop is currently recruiting for an experienced Administrative Assistant to support our Public Works Department.  Experience with regulatory compliance reporting, including UWMP, PFAS Groundwater Monitoring, Municipal Storm Water Program and CalRecycle is highly desirable.

Applications are being accepting for this recruitment until the position has been filled.  Review of applications is ongoing and interviews will be scheduled as qualified candidates are identified.  In order to be considered, it is recommended that you submit an application at your earliest convenience.   

There is one position available.  The level at which an individual is hired is dependent on qualifications and experience.  

Distinguishing Characteristics
Administrative Assistant I:  The entry level class in the Administrative Assistant series that allows the incumbent to develop journey level knowledge and abilities.   Initially, under immediate supervision, incumbents perform the more routine clerical support and customer service duties while learning City policies and procedures.  As experience is gained, there is greater independence of action within established guidelines and incumbents are assigned the more complex tasks. This classification is alternatively staffed with Administrative Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating a level of proficiency that meets the qualifications of the higher level class.
     
Administrative Assistant II:
 The full working level class in the Administrative Assistant series in which incumbents are expected to independently perform the full scope of assigned duties.  Incumbents perform a full range of office and administrative support duties, including maintenance of a calendar and scheduling appointments, preparation of reports, and assisting in the issuance and collection of permits and fees.  This classification is distinguished from the next higher classification of Legal Assistant in that the latter performs a variety of clerical and office support duties involving sensitive legal and confidential documents and reports.

Administrative Assistant III :  The advanced level class in the Administrative Assistant series in which incumbents are expected to independently perform the full scope of assigned duties conforming to policy and requirements.  Incumbents perform a full range of office and administrative support duties, preparation of reports, and preparing responses to public inquiries with a high level of administrative detail.  This classification is distinguished from the next higher classification of Senior Administrative Assistant in that the latter supervises, assigns, oversees and reviews work of lower level staff.

Annual Salary:  
Administrative Assistant I:   $49,516 to $60,187 Annually
Administrative Assistant II   $54,656 to $66,434 Annually
Administrative Assistant III:  $57,423 to $69,797 Annually

View the full job descriptions by accessing the following link.
Class Specifications 

Essential Functions

Job responsibilities Include but are not limited to the following: 

Administrative Assistant I/II
Learns to perform and performs routine and complex tasks and duties assigned to classes within the Administrative Assistant series by providing office, clerical and administrative support to management staff and other staff in one or more departments as needed.

Plans, organizes and carries out administrative assignments; researches, compiles and organizes a variety of information from various sources on specialized topics related to programs in assigned areas; assists in a variety of department operations; applies special knowledge in reviewing and determining completeness of applications, permits, records and files.
     
Types drafts and a wide variety of finished documents from verbal and brief written instructions, and transcribing machine recordings; compiles and maintains records and prepares reports; assists in the preparation of agenda materials, draft reports, resolutions and ordinances; inputs and retrieves information from various computer data management systems such as financial and/or budget systems; maintains a variety of files and records.
     
Answers phone and greets customers at the front counter; responds to questions and concerns from the general public; provides information as is appropriate and responds to complaints.
     
Receives and processes fees, enrollment charges, fines or other money; prepares receipts and balances money received; performs accounts payable and receivable for assigned department; initiates, tracks and closes out work orders; orders office supplies; inventories supplies when they arrive; assists with the development, administration and monitoring of a department’s budget.
     
Maintains calendars of department activities, meetings and various events; schedules meetings; coordinates travel arrangements for department staff as necessary; serves as an assistant to various committees, commission, and task forces; attends meetings as required.
     
Processes and tracks a variety of permits and applications such as building and transportation permits; initiates and maintains a variety of files and records; ensures proper filing of documents in departmental or central files.
     
Collects employees timesheets and requests for leave; checks for accuracy; turns timesheets into department management and distributes new timesheets; collects and distributes mail.
     
Tracks and monitors outside contracts; applies and monitors compliance for various grants for assigned programs.
     
Assists with special events; creates and maintains information packets, flyers and guides for the public, such as the quarterly Activity Guide, recycling activities or other special publications, memos, letters, etc.
     
Acts as a liaison with City employees and management on a variety of issues.
     
Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

Performs other duties as assigned.

Administrative Assistant III
Performs a wide variety of administrative duties for the Department Head, management staff, and other staff, in one or more departments.

Organizes own work, sets priorities, meets deadlines.

May assist or be responsible for organizing and coordinating the work of an office or function.

Answers phone and greets customers at the front counter; responds to questions and concerns from the general public; provides information as is appropriate and responds to complaints.

Composes independently or from oral instructions, notes or rough draft, a variety of materials including inter-office communications, letters, forms, memoranda, bulletins, legal documents, notices and other materials; proofreads and verifies accuracy of documents; transcribes dictation from a mechanical source.

Prepares a wide variety of reports and forms requiring independent assembly of information, judgment and interpretation; prepares routine agenda reports, ordinances and resolutions for City Council and/or various Commissions.

Coordinates, schedules and attends a variety of public and private meetings as assigned; assures proceedings comply with established requirements; prepares and sends out notices of meetings; maintains appointment and activity calendar; reserves facilities; collects and compiles information for meetings; prepares agendas, supplemental materials and other documents; takes and transcribes minutes as directed.

Researches and assembles information from a variety of sources for the completion of claims, reports, and responses to record requests.

Reviews reports for possible action on accidents involving City property or employees; obtains reports and information from other City departments; prepares reports and reviews for accuracy and errors and makes recommendations for action.

Confers with claimants, departments, vendors, and other members of the public on matters specifically assigned.

Assures timely communications between assigned office and City employees; initiate and receive phone calls to receive and transmit information; resolve issues as appropriate.

Coordinate travel arrangements and hotel reservations as necessary; prepare and assure proper completion of reimbursement forms.

Reviews applications, permits, records and files to determine accuracy and completeness; receives and processes fees, fines or other money; prepares receipts and balances money received; performs accounts payable and receivable for assigned department; assists with the development, administration and monitoring of a department’s budget.

Tracks and monitors outside contracts; applies and monitors compliance for various grants for assigned programs.

Acts as a liaison with City employees and management on a variety of issues.

Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

Performs other duties as assigned.

Typical Qualifications

    Any combination of education and experience that has provided the knowledge, skills and abilities necessary for an Administrative Assistant I.  A typical way of obtaining the required qualifications is to possess the equivalent of:

    Administrative Assistant I:  Two years of significant directly related and progressive clerical experience related to municipal government or a related field, and a high school diploma or equivalent. 

    Administrative Assistant II:  In addition to the above, two years of experience equivalent to that of an Administrative Assistant I with the City of Lathrop.

    Administrative Assistant III:   Four years of significant directly related and progressive clerical experience related to municipal government or a related field, and a high school diploma or equivalent.

CLICK ON APPLY LINK TO LEARN MORE.

Location 

390 Towne Centre Drive

Lathrop, CA 95330

{