Location: Moorpark,CA, USA
About the City of Moorpark:
If you're looking for a rewarding career in government where you can positively impact the community every day and thrive in a supportive and growth-oriented work environment, consider joining the City of Moorpark! We are excited to welcome a driven Administrative Assistant II to our Community Development team. If this opportunity aligns with your career aspirations and skills, we encourage you to apply and make a meaningful difference as part of our close-knit team.
We offer a competitive salary and a generous benefits package comprised of 90% City paid health insurance for employee and dependents, 100% City paid dental, vision, life, short-term and long- term disability insurance for employee and dependents, CalPERS retirement, 2% City contribution of employee gross salary to deferred compensation, annual leave bank, 11 days paid holidays, Flexible Spending Plan, Employee Assistance Program (EAP), tuition reimbursement, voluntary employee-paid supplemental life insurance, 9/80 work schedule, and work/life balance (See and review the benefits tab). Here at City Hall, we have an Employee Engagement Team and we celebrate and recognize employees every quarter.
Your role is essential in helping us achieve our mission of Striving to preserve and improve the quality of life in Moorpark.
Below are some employee comments on why they like working for the City of Moorpark:
* There is teamwork in my department. When I need help, there is someone always there to assist me .
* I like the All-Employee Meeting. The food is always good, and the City Manager gives updates on what is happening. We play games and recognize employees.
* I like working with professionals who are trying to do their best for the City. Flexibility in my schedule and easy-going employees.
This recruitment will close at the end of the day on November 17. Prompt submission of applications is encouraged.
The Administrative Assistant II Position:
As the Administrative Assistant II, you will be the face of City Hall, often serving as the first point of contact for community members and visitors at the front counter. Your role is pivotal in creating a welcoming and positive experience for all who interact with the City. We are looking for someone who takes pride in greeting every visitor with a smile, demonstrates exemplary customer service skills, and provides clear and helpful information. Your friendly and approachable demeanor will set the tone for our residents and visitors, reflecting the City's commitment to exceptional service. In addition, you will provide vital administrative support to the department staff, managing a range of complex tasks including coordinating office operations, purchasing activities, and serving as a knowledgeable resource to the public on departmental policies and procedures. The role requires strong organizational skills, attention to detail, and the ability to effectively handle multiple responsibilities. The ability to understand and speak Spanish is highly desirable. Please note, this position is not overtime exempt.
* Purchase materials and supplies; oversee the acquisition of office supplies; purchase commodities and/or services to maximize savings by determining best method of purchase.
* May develop methodologies and implement cost allocations for office supplies, postage, and other central service costs; conduct special cost studies.
* Maintain selected purchasing and computer records; may maintain vendor database. May assist in the development and management of the City budget.
* May monitor contracts to assure vendor compliance to specifications including insurance. Perform secretarial support duties including type, format, edit, revise, and proofread a wide variety of reports, forms,letters, memoranda; take meeting notes and/or prepare minutes from video recordings as required; independently compose correspondence related to assigned responsibilities; assist in the design and production of technical information and handouts.
* Maintain a calendar of activities, meetings, and various events for assigned director or supervisor; coordinate activities with other City departments, the public, and outside agencies; make necessary travel arrangements.
* Screen office and telephone callers; act as receptionist for division, department and/or public counter, respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities as required.
* May assist in a variety of department operations and perform special projects and assignments as requested including issue permits; prepare flyers and announcements; produce newsletters or flyers; perform legislative history searches.
* Maintain records and logs and develop reports concerning new or ongoing programs and program effectiveness; maintain records for appointments to City Commissions, boards, and committees; facilities usage; service levels; permits and related records; prepare statistical reports as required.
* Operate and maintain a variety of office equipment including computers, printers, copiers, scanners, and postage machine.
* Receive, sort, and distribute incoming and outgoing correspondence.
* Perform routine accounting functions; receive and process invoices; may participate in monitoring the department budget; collect fees and process receipts.
* May serve as recording secretary to various committees, commissions, and boards; prepare public hearing notices and agendas; attend meetings, take notes, and prepare minutes.
* May monitor and update information on the City's website or other social media.
Knowledge of:
* Operations, services, and activities of assigned department.
* Cash and credit card handling techniques.
* Principles and practices of customer service.
* Switchboard operating techniques.
* Principles of proper phone etiquette.
* Modern office procedures, methods, and equipment.
* Computer functions and related software.
* Techniques of business letter writing and basic report preparation.
* Principles and procedures of record keeping.
* English usage, spelling, grammar, and punctuation
* Basic mathematical principles.
* Pertinent Federal, State, and local laws, codes, and regulations, including Ralph M. Brown Act.
Ability to:
* Perform responsible purchasing and secretarial work involving the use of independent judgment and personal initiative.
* Coordinate, organize, and proofread the work of staff in the area of work assigned.
* Interpret, explain, and enforce Department policies and procedures.
* Understand the organization and operation of the City and of outside agencies as necessary to perform assigned responsibilities.
* Prioritize work and perform multiple functions at once.
* Work independently in the absence of supervision.
* Operate and use modern office equipment including computer, printers, copiers, scanners, and postage machine.
* Take and transcribe dictation or take meeting notes at a speed necessary for successful job performance.
* Independently prepare correspondence and memoranda.
* Work cooperatively with other departments, City officials, and outside agencies. Communicate clearly and concisely, both orally and in writing.
* Establish and maintain effective working relationships with those contacted in the course of work.
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Four years of increasingly responsible clerical and office management experience including three or more years as an Administrative Assistant I or equivalent. Public sector experience is desirable.
Training: Equivalent to the completion of the twelfth grade supplemented by specialized clerical, computer, and office software training, and procurement, contracting, or related training.
License: Possession of or ability to obtain and maintain an appropriate, valid California driver's license.
Environmental Conditions: Office environment; exposure to computer screens.
Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time; light lifting, carrying, pushing and pulling; reaching; handling.