Job Details

Administrative Assistant IISalary$50,154.00 - $61,594.00 AnnuallyLocationCity of San Luis Obispo, CAJob TypeRegular Full TimeDepartmentUtilities Administration and EngineeringOpening Date02/25/2025Closing Date3/12/2025 5:00 PM PacificFLSANon-Exempt* Description* Benefits* QuestionsJOB DESCRIPTIONIf you are selected for interviews, they will take place in person on Tuesday, April 1, 2025, so please hold that date.The current position is within the Utilities Department however the eligibility list established during this recruitment may be used by other departments.JOB SUMMARY:Performs a variety of responsible office administrative support activities for various City offices, which may include data entry, organization and retrieval, word processing, telephone and counter reception, provision of factual information to visitors, receipt of payments and documents, automated and manual record keeping, auditing, report preparation and filing; performs related work as assigned.CLASS CHARACTERISTICS:Administrative Assistant II is the experienced-level class in this series, capable of performing a wide variety of work to ensure that office operations run smoothly and that the public and staff receive the highest standards of customer service. Responsibilities include performing work independently in day-to-day situations, although supervision is available in difficult or unusual situations. The work may have technical aspects, requiring the interpretation and application of departmental policies, procedures, regulations and automated business/administrative/records management applications and may involve extensive public contact and Website maintenance responsibilities. This class is distinguished from Administrative Assistant III in that the latter performs difficult, technical, complex and/or specialized duties which may require lead direction of other support staff and regularly requires application of a larger base of technical knowledge, tact and discretion in addition to office administrative support skills to provide services to a department manager and associated staff (and/or a functional organizational unit) with City-wide impact.SUPERVISIONSUPERVISION RECEIVED AND EXERCISED:This class receives general supervision from departmental management, supervisory, professional or higher-level office support staff, depending upon the department to which assigned. No direct supervision is provided; however, direction, work instruction and/or review may be provided to less experienced, part-time or volunteer staff on a project basis.EXAMPLES OF DUTIESEXAMPLES OF DUTIES AND RESPONSIBILTIES:* Prepares correspondence, reports, forms, receipts, brochures, warrants, vouchers, work orders, contracts, brochures, certificates and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy or prior materials using a word processor, a computer with form and/or graphic templates.* Acts as receptionist, providing a high level of customer service to both external and internal customers; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person and/or provides factual information regarding City and departmental activities and functions that may require the application and explanation of rules, policies and procedures.* Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.* Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting and correct English usage including grammar, punctuation and spelling.* Enters, edits, updates and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may create new departmental forms; may perform production data entry on a project basis.* Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.* Establishes and maintains office files, following an established records management system; compiles information from such files; purges files as required.* Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchase and maintenance.* Processes and distributes incoming and outgoing mail for the office or department.* Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones; may operate a two-way radio or other department-specific equipment.* May prepare, review and/or enter employee time card information and maintain related records for departmental staff.* May prepare meeting agendas and minutes for departmental and/or specified committee meetings; may serve on a variety of departmental or City-wide project teams or committees.* May collect and account for fees and other monies collected.* May complete standard forms (both online formats and hard copy) with information from the public.* May provide instruction, direction and work review to less experienced, part-time staff or volunteers on a project basis.* Performs related duties similar to the above in scope and function as required.KNOWLEDGE AND ABILITIESKnowledge of:* Standard office practices and procedures, including filing and the use of standard office equipment.* Business letter writing and the standard format for reports and correspondence.* Correct business English, including vocabulary, spelling, grammar and punctuation.* Computer applications related to the work, including basic word processing and basic spreadsheet applications.* Record keeping and filing principles and practices.* Standard business arithmetic and basic statistical techniques.* Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.* Departmental and City functions, policies and procedures, including the inter-relationship of such functions with those of other public, private, business and educational agencies.* Applicable laws, rules and regulations.* Word processing, spreadsheets, database management and website applications related to the work.Ability to:* Perform a variety of office support duties following standard guidelines, but requiring the use of independent judgment upon occasion.* Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned.* Compose standard correspondence and reports independently or from brief instructions.* Make accurate arithmetic and statistical calculations and receipting and balancing money.* Use English effectively to communicate in person, over the telephone and in writing.* File with speed and accuracy.* Use independent judgment within established procedural guidelines and written directions.* Establish and maintain effective working relationships with those contacted in the course of the work.* Work in a team atmosphere and participating on a variety of departmental and City-wide committees to enhance the provision of all City services.* Enter data into standard computer formats and producing correspondence and reports with speed and accuracy sufficient to perform assigned work.* Interpret, apply and explain department and City regulations, policies and procedures.* Compile information from various sources and preparing accurate records, reports and files.* Use specialized software related to the department to which assigned, including database management, graphics and publication production and departmental Website maintenance.* Develop effective team relationships with City staff at all levels.* Organize own work, set priorities, work independently on a day-to-day basis, meet critical deadlines and balance multiple objectives.* Direct and review the work of staff on a project basis.TYPICAL QUALIFICATIONSEDUCATION AND EXPERIENCE:Equivalent to graduation from high schoolandThree years of responsible office support, secretarial or general clerical experience at a level equivalent to the City's class of Administrative Assistant I.Experience in dealing with the public and working in a public agency setting is desirable.Word processing speed of at least 45 w.p.m. is preferred.One year of college or technical school training in office management, computer science or a field related to the work (30 semester units or 45 quarter units) may be substituted for one of the three years of total required experience.If promoting to the II level from the I level using the City's alternate-staffing process, the responsible manager must certify that the incumbent has gained the knowledge, skill and experience that meet the qualifications of that class and has demonstrated the ability to perform the work of the higher-level class.THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:* Specified positions may require a background investigation performed by the San Luis Obispo Police Department* Livescan Fingerprinting (DOJ)* Livescan Fingerprinting (FBI) - Admin Assistants assigned to Police, IT, Parks and Rec, and ParkingFor a detailed spreadsheet of employee benefits by bargaining group, please view our Benefits Summary.Retirement: California Public Employee's Retirement System (PERS). The City participates only in the medicare portion of Social Security.Health: the City has a cafeteria plan for health, dental and vision insurance and contributes towards medical insurance. Employees may choose from several health insurance options. There are also two dental plans to choose from. See the Benefits Summary link to determine the contribution amount.Life and Accidental Death and Dismemberment (AD&D) Insurance: group term life and AD&D insurance is provided for all regular employees. The amount of coverage varies depending on the classification. Employees may purchase additional life and AD&D insurance for themselves and their dependents.Vacation: employees receive 12 days per year increasing to 20 days after 20 years.Holidays: employees receive 12-13 days per year depending on the classification.Sick Leave: employees receive 12 days per year.Administrative Leave: is a benefit available to management employees. The number of administrative leave hours varies depending on the classification.Flexible Work Schedule: is available to many positions within the City organization.Long Term Disability Insurance: is available for regular employees. The amount of benefit and contribution by employee varies by classification.Deferred Compensation: is available for employees to set aside a portion of their salary on a pre-tax basis to supplement retirement.Wellness Program: offered to help employees gain knowledge, skills and motivation to improve the quality of their lives and well-being.Employee Assistance Program: a counseling and consultation service designed to help employees and eligible family members with a wide range of personal issues.Flexible Benefits Program: available to help employees save taxes on: (1) Pre-tax health insurance premium deductions, (2) Unreimbursed/ uncovered medical expenses, and (3) Dependent care expenses.Tuition Reimbursement: up to $1500 annually for job-related educational costs is available to employees who have passed probation.Trip Reduction Incentive Program (TRIP): incentives are available for employees who voluntarily participate in alternative forms of transportation to and from work.Computer Purchase Program: interest-free loans to employees who have passed probation and who purchase computers for personal use with City approved software configuration.Professional Association for City Employees (PACE): voluntary organization for professional development training classes, monthly membership meetings with a variety of speakers, and social functions designed to facilitate interaction with employees from all departments in a relaxed setting away from work.01Which of the following best describes your highest level of education?* Master's degree or higher* Bachelor's degree* Associate's degree or vocational equivalent* Some college* High School/G.E.D.* None of the above02Have you completed any college-level course work or technical school training in office management, computer science, or a field related to the work?* Yes* No03If you answered "yes" to the question above, how many years of college-level coursework or technical school training in office management, computer science or a related field do you have?* One year (30 semester units or 45 quarter units) or more* Less than one year* N/A04How many years of responsible office administrative, secretarial and/or general clerical experience do you have?* 8 years or more* 7 years to 7 years 11 months* 6 years to 6 years 11 months* 5 years to 5 years 11 months* 4 years to 4 years 11 months* 3 years to 3 years 11 months* 2 years to 2 years 11 months* 1 year to 1 year 11 months* Less than 1 year* No Experience05Please explain your office administrative, secretarial, and/or general clerical experience in detail.06Do you have experience dealing with the public and working in a public agency setting? If yes, please explain in detail. Otherwise, please put "N/A".07What is your word processing speed?* 56 w.p.m. or more* 50 w.p.m. to 55 w.p.m.* 45 w.p.m. to 49 w.p.m.* 40 w.p.m. to 44 w.p.m.* 35 w.p.m. to 39 w.p.m.* 30 w.p.m. to 34 w.p.m.* 29 w.p.m. or lessRequired Question