The City of Soledad is now accepting applications for the position of Administrative Secretary for the Economic Development Department.
Under general supervision, provides a wide variety of technical office administrative and secretarial support to a department head, and/or assigned management, professional, and supervisory staff; provides a variety of technical and office administrative support work to ensure the effective functioning of the department to which assigned; coordinates management and room calendars; and performs related work as required.
Examples of ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Oversees and ensures that the office administrative functions of the department to which assigned are effectively carried out.
- Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings, and serving on various task forces and committees.
- Receives and screens visitors and telephone calls; provides information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances; distributes materials and information to customers.
- Performs a variety of clerical/administrative work including preparing and word processing of routine to complex correspondence, forms, and reports from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting, and correct English usage., including grammar, punctuation, and spelling.
- Processes bills and invoices for payment; prepares and transmits a variety of financial documents; assists in budget preparation and maintains records of purchase orders, payroll, expense statements, and other departmental fiscal transactions.
- Compiles information and data for administrative, statistical, and financial reports; checks and tabulates statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
- Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, inventory files, and report summaries.
- Coordinates calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and outside groups or organizations; arranges for necessary materials to be available at meetings.
- Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
- Coordinates workshops and classes; assists with special event programs; coordinates reservations and use of equipment and facilities.
- Acts as the City’s representative and liaison on relevant topics, including responding to questions and comments from the public, in a courteous and timely manner and collaborating with involved parties to reach solutions on identified issues.
- Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
- May train other clerical personnel in work procedures.
- Acts as the City’s representative and liaison at the Visitors Center, directly interacting with members of the public that may have tourism-related questions.
- May perform cashiering duties specifically related to merchandise sold through the Soledad Visitors Center.
- Performs other duties as assigned.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12th) grade and four (4) years of experience in general clerical, office administrative or secretarial work. Two (2) years of college coursework in business administration or a related field, plus experience in providing technical and administrative support to a department head in a public agency is highly desirable.
Valid California class C driver’s license with satisfactory driving record may be required.
To apply for this exceptional career opportunity, please upload your resume and click submit. More details about the position are here.
If you have any questions, please call Human Resources at (831) 223-5013.