TO APPLY FOR THIS POSITION, PLEASE VISIT OUR WEBSITE AT: www.cityofventura.ca.gov/jobs
ADMINISTRATIVE ASSISTANT
Public Works Department Vacancy
Public Works Department
RECRUITMENT #18-C05-001
Salary: $54,062.11 - $65,699.71/year
INTRODUCTION
Do you have proven administrative support experience? Have you mastered the art of multitasking in a fast-paced work environment? The City of Ventura is accepting applications for an Administrative Assistant to support the Public Works Department. To be considered for this exciting career opportunity, apply online at www.cityofventura.ca.gov/jobs by the 2/10/2019 filing deadline!
To learn more about the City of Ventura's Public Works Department, visit https://www.cityofventura.ca.gov/189/Public-Works.
THE POSITION
Under general supervision, performs a variety of highly responsible, confidential, and complex secretarial and administrative duties, and is responsible for coordinating overall departmental office support functions.
This position is designated as "at will," serving at the pleasure of the assigned Department Head, and subject to discharge without cause and without the right of appeal. This position is also designated as "confidential" in the City's Employer-Employee Relations Resolution.
The eligibility list established from this recruitment will be used to fill the current vacancy in the Public Works Department as well as other future related regular or temporary vacancies in other city departments. The eligibility list may be used in conjunction with related existing eligibility lists.
EXAMPLES OF DUTIES
Duties may include, but are not limited to, the following:
Coordinates the overall office support functions and activities of the department in which assigned. May exercise lead supervision over lower-level clerical staff.
Prepares a variety of general and technical correspondence and memorandum. Independently responds to letters and general correspondence not requiring director's specific attention. May take meeting notes and transcribe dictation from notes or recordings. Proofs and edits work to ensure accuracy.
Initiates and maintains a variety of files and records. Maintains complex filing systems and ensures accurate filing procedures. Researches, compiles, and analyzes data for special projects and various reports. Maintains databases of information. Retrieves data from computer and may generate hard copy reports. May assist with record management program, taking and preparing inventory of records, entering and retrieving records from on-site or off-site facilities.
May relieve supervisor of routine payroll, personnel, purchasing and budget duties, as assigned. Prepares purchase orders and requisitions, enters time sheet data and oversees departmental budget status.
Coordinates with outside vendors to gather information. Determines cost estimates for length of contract. Tracks and coordinates invoices for payment.
Assists with the preparation of a variety of contracts, agreements, reports and other documents. Tracks and reviews documents for completion. Ensures that documents contain all required information, attachments and approvals. Follows up with staff regarding late or missing information. Ensures deadlines are met.
Screens calls, visitors, and mail. Receives, sorts, timestamps and distributes mail; delivers outgoing mail and brown mail to the mail room. Interprets City and departmental policies, rules, and regulations in response to inquiries from the public and other City staff; refers inquiries as appropriate.
Maintains appointment schedules and calendars, makes travel arrangements, and arranges meetings and conferences.
Coordinates special projects and activities as assigned.
Performs other related work as required.
LICENSE/CERTIFICATES
Licenses: Depending on assignment, possession of a valid California Class C driver's license may be required.
MINIMUM QUALIFICATIONS
A combination of education, training and experience equivalent to the completion of high school, keyboarding abilities sufficient to perform the job, and four years of increasingly responsible advanced clerical or secretarial/administrative support experience are required (with at least one year at the secretarial/administrative support level).
BENEFITS
To view benefits, please visit our website at https://www.cityofventura.ca.gov/971/Benefits .
SELECTION PLAN
Submit a City application and supplemental questionnaire by the filing deadline. The preferred method of application is online and you are highly encouraged to apply at www.cityofventura.ca.gov/jobs. If you are unable to apply electronically, you may request paper application materials by calling (805) 654-7853 during regular business hours. Paper applications can be FAXed to (805) 648-4467, or mailed, or hand delivered to City Hall at: 501 Poli Street, Room 210; Ventura, CA 93002. If you FAX, it is highly recommended that you also send the original documents. The Eligibility List established may be used to fill other regular and temporary vacancies at the discretion of the City.
Once your application has been submitted, all future correspondence from the City will be via e-mail. Please keep your contact information up-to-date and ensure that your email spam filter allows you to receive messages from [email protected]. You may also view notices send to you by the City in the "My Applications" tab at www.cityofventura.ca.gov/jobs.
Department Selection Interview
A select number of candidates will be invited to a department selection interview being held in March 2019, date to be determined.