Administrative Assistant III Job at San Leandro, Alameda County, California

Administrative Assistant III

City of San Leandro , California

Job Information 


City Manager

Mid Level


$5,119.00 - $6,222.00 Monthly

Application Deadline 


01/22/2021 05:00 PM PST

Recruitment Type 

Open Competitive


Employment Lists shall remain in effect for one year, unless terminated or exhausted.  The Employment List generated from this recruitment may be utilized to fill future vacancies while the List remains active.

The current vacancy is in the City Council and City Manager's Office.  This position provides day-to-day administrative and logistical support and related duties which may be highly confidential and sensitive in support of the ongoing operations of the City Manager's Office and City Councilmembers. This position requires flexibility, strong interpersonal, organizational, and computer skills, with the ability to work well with all levels of internal staff, residents, and elected officials including the Mayor.  This position regularly interfaces with diverse members of the public seeking assistance from the City.

This Administrative Assistant III position will report to the Deputy City Manager and has a high level of interface with all levels of the organization and the community.  The position also assists the City Clerk’s Office with proclamations & commendations, City Council agendas, Boards & Commissions and local appointments, service awards, recognitions, and other special events.
Position Definition:  Performs a variety of specialized and complex departmental administrative support duties; may provide lead direction over the administrative support functions of a department or division; performs related work as required.
Supervision Exercised and Received:  May exercise general supervision over assigned administrative support staff.  Receives limited supervision or direction from assigned management and/or supervisory staff and is expected to take the initiative to complete outstanding tasks.
 Duties and Responsibilities:
Essential Functions:  The functions of the classification may include, but are not limited to, the functions below and are subject to changes in operational necessity.

The essential functions of the classification may include, but are not limited to, the functions below and are subject to changes in operational necessity.
The following duties are in addition to the essential duties performed by the Administrative Assistant II:
  • Provides administrative support by composing correspondence, scheduling appointments or meetings and procuring related supplies, planning and coordinating public events, arranging for travel and responding to requests and complaints; screens and directs telephone calls, messages, mail, and written requests to the appropriate department personnel; serves as liaison between senior managers,  staff and other departments;
  • Coordinates and monitors daily administrative support needs of office; conducts staff sessions related to prioritizing and facilitating assignments; analyzes and makes recommendations on functional operating procedures of office assignments to ensure maximum utilization of support staff;
  • Provides complex technical information on City programs to the public and other departments;
  • Assists with the preparation and monitoring of the department's annual budget including the analysis and forecasting of financial information and the maintenance of accounting records;
  • Collects and tabulates financial transactions and purchases and performs bookkeeping and account reconciliation (e.g. travel, training, or other funds expended); makes and reconciles bank deposits; maintains department petty cash fund;
  • Assists in developing and implementing departmental office policies and procedures;
  • Keeps records for maintenance of departmental office equipment; requests and arranges for repair and maintenance as needed;
  • Implements and manages department filing system including records retention schedules; maintains confidential office files, records, and indexes;
  • Coordinates the completion, review, approval and filing of purchasing documents and professional services agreements;
  • Serves as recording secretary at official meetings, and may take and transcribe notes of proceedings; coordinates the processing or posting of agenda items online or for physical display at City Hall; may be assigned to take minutes at board/commission meetings;
  • Researches, synthesizes and compiles data for informational purposes, projects or special reports;
  • Follows all safety rules and protocols included in the Injury and Illness Prevention program; takes appropriate action as required to identify and correct safety hazards and report safety concerns to their supervisor;
  • Performs required duties under the City's disaster response plan;
  • Prepares and processes departmental payroll and personnel action forms, maintains departmental personnel and attendance records; and
  • Trains and supervises the work of other clerical staff and evaluates the job performance of assigned personnel for competency and efficiency.

Non-essential Functions: 
  • Performs other related duties as assigned.
Minimum Qualifications
Knowledge of:
Modern office practices and procedures;

Proper English usage, spelling, grammar and punctuation; standard business arithmetic, filing and record keeping practices;

Department operations, goals, policies and procedures;

Standard business mathematics, filing and record-keeping practices; and

Principles and practices of supervision including training and work delegation.
Ability to:
Work in a fair, tactful and courteous manner with a multi-cultural public, department personnel and other City employees;

Properly interpret, analyze and recommend alternatives and solutions to different issues;

Use initiative and exercise sound judgment;

Communicate clearly and effectively, both orally and in writing, in a supportive and non-confrontational manner;

Work with members of the public including the ability to diffuse difficult situations;

Provide responsible and confidential office administrative assistance for management and supervisory staff;

Understand and follow oral and written directions;

Perform more complex mathematical calculations and accounting functions with speed and accuracy;

Type a minimum net speed of 50 words per minute;

Use appropriate office and computer equipment and applications;

Direct, evaluate and supervise the work of assigned personnel; and

Manage and monitor multiple tasks simultaneously, including but not limited to complex scheduling of officials' calendars and travel arrangements and related budgets.

Experience and Education Guidelines:  Any combination equivalent to experience and education that would most likely provide the required knowledge and abilities would be qualifying.  A typical way to obtain the knowledge and abilities would be:
Education:  High school diploma or certified equivalent (GED); supplemented by course work in office, business or public administration, management and supervision, or a closely-related field.
Experience:  Two years of relevant, increasingly responsible experience in general administrative support, preferably in the public sector.
Licenses/certifications/other requirements:  Must be willing to work such hours as are necessary to accomplish the job requirements, including occasional night meetings; travel to attend meetings, and provide support at various City locations.  Classification requires the possession and continued maintenance of a valid class "C" California driver's license.
Must pass a comprehensive background check (when assigned to the Police Department).
Possession and maintenance of specialized credentials, certifications or licenses, at the time of hire, may be required depending on the assigned functions.
Conditions of Work:  During the course of performing the functions of this position, the employee may encounter the following conditions:
Working indoors, computer use, working alone or with other individuals.
 Additional Information:
Salary and Benefits:  The current monthly salary range for this position is $5,119.00-$6,222.00.  Employment may begin at any step of the range, depending upon the qualifications of the person selected.  For benefit information, please refer to the Human Resources tab on the City of San Leandro website  If assigned to the City Manager's Office, the position is designated as a non-represented Confidential classification. If assigned to other departments, the position is represented by the San Leandro City Employees' Association, Local 21 IFPTE, AFL-CIO.

Application and Selection Process:  Apply online by scrolling to the top of the job posting and clicking on the "Apply" link.  Completed applications must be on file with the Human Resources Division by Friday, January 22, 2021 at 5:00 p.m.

Important:  Applications with "See Resume" as a substitution for the work experience description and/or unclear past employment information will not be considered.  The application for employment and supplemental questionnaire must be submitted to be considered for this position.
Based on a review of the applications, a limited number of the best qualified applicants will be invited to participate in the selection process, which may include a qualifying written examination, structured oral board interview, written exercise, or other elements determined by the City to be appropriate. All applicants invited to the examination(s) will be notified of date, time, and place of examination(s).
The selection process will consist of the following schedule:

Week of February 1, 2021 - Structured Oral Interview (weighted 100%).  Candidates must achieve a passing score of 70% or higher to be placed on the Eligible List.  This date is tentative but it is highly recommended that you plan your calendar accordingly.  No make-up dates will be offered.  

Departmental Interview dates are to be determined.

The selected candidate will be subjected to a background investigation which may include, but is not limited to, a personal and employment history assessment, criminal history check, financial background check, medical, polygraph, psychological testing, and verification of a valid California driver's license.
In accordance with Federal law, the City of San Leandro will hire only those individuals who are legally authorized to work in the United States.  As a condition of employment, you will be required to present proof of your identity and employment eligibility.
A one-year probationary period, which is an integral part of the selection process, is used to observe and evaluate the employee's ability to effectively and responsibly perform the duties of the position.

Americans with Disabilities Act:  In accordance with the Federal Americans with Disabilities Act, the Human Resources Division will make reasonable efforts in the examination process to accommodate persons with disabilities.  Please advise the Human Resources Division prior to 5:00 p.m. of the final filing deadline if accommodations are required.  Medical documentation must be provided upon request.
Disaster Service Worker: All government employees are disaster service workers as defined by California Government Code Section 3100.  In addition to everyday duties, employees have the added responsibility of helping throughout any disaster.
Mission Statement:  We, the employees of the City of San Leandro are dedicated and committed to serving the citizens of this community.  We strive at all times to achieve the highest professional standards, to communicate a vision of the future, and to enhance the quality of life for every citizen.
Retirement: The City of San Leandro contracts with the California Public Employees' Retirement System (CalPERS).
Veteran's Preference:  If applying for first-time employment with the City of San Leandro within five years of separation from full-time active service, veteran's preference points will be given to honorably discharged veterans who served a minimum of three consecutive years of full-time, active service in the Armed Forces of the United States. Candidates must receive an overall passing score in order to qualify for the application of veteran's preference, which will result in a three percent increment to that passing score. Applicants wishing to qualify must, prior to the application deadline, attach or provide a DD Form 214 as proof of eligibility for the veteran's preference.
The City of San Leandro is an Equal Opportunity Employer.
Information contained herein is subject to change without notice.


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