Salary : $55,084.20 - $66,955.20 Annually Location : Glendora City Hall - 116 East Foothill Boulevard Avenue Glendora, CA Job Type: Full-Time Job Number: KR00231 Department: Community Development Opening Date: 11/12/2024 Closing Date: 12/1/2024 11:59 PM Pacific The City of Glendora's Community Development is looking for an energetic, responsible self-starter to join their team as their Administrative Assistant. The ideal candidate will be able to effectively multi-task and will have exceptional communication skills. The ability to work cooperatively with various city departments, the public, and outside agencies is a must! The Administrative Assistant will be successful if they can work at high productivity levels independently as well as contribute to a cohesive team. Examples of assigned duties include invoice processing, financial/contract tracking, waste management permits, and address assignments. If you are a professional, diligent individual, with positive energy for keeping organized and helping leadership move forward, then this is the opportunity for you! We are looking for someone who can perform a variety of complex administrative duties and thrive in a high-paced, fluid, and collaborative work environment. This tactful individual must be able to maintain the utmost degree of confidentiality, trust, and ethics. High proficiency with Microsoft Office Suite (including Outlook and Excel), and the ability to learn and deploy other technologies (such as agenda management, website editing, financial, and human resources applications) will be essential. This is an ideal opportunity to develop professionally and work in a capacity that gives back to the community. The Administrative Assistant class reports directly to a Department Head. Administrative Assistants are responsible for performing confidential and complex secretarial responsibilities and administrative tasks in support of department activity requiring the use of discretion and independent judgment and have the responsibility for attending, taking, and transcribing minutes of commission/committee meetings and agenda preparation. Positions assigned to this classification also perform routine technical and programmatic work in support of departmental operations. Some of the typical duties of the Administrative Assistant include but are not limited to the following: Provides direct secretarial support to a department head and other staff members as required; maintains calendar of appointments; receives visitors, ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures; may take shorthand or transcribe dictation on a regular basis. Responds to inquiries from the public and City staff regarding departmental programs, procedures, activities, and other matters that require an in-depth knowledge of the department. Establishes and/or maintains files on departmental activities; researches files to obtain information requested by departmental staff or necessary to the preparation of reports or conduct of other office business. Handles administrative tasks associated with departmental programs and special projects; establishes and carries out record keeping procedures; develops or obtains forms and documents; interfaces with other City staff and outside agencies in obtaining information and coordinating activities; maintains personnel files and training records, and types performance evaluations and disciplinary actions. May prepare agenda, attend, take and transcribe minutes of commission/committee meetings; types staff reports; may prepare agenda packets and distribute to appropriate staff and commission/committee; may attend and take minutes at staff and other meetings where matters handled by the assigned department are being discussed; may schedule and advertise public hearings according to prescribed regulations. May maintain department expense journals, posting expenditures and receipts; assists in monitoring expenses and/or revenues relative to budget, and in budget preparation; may prepare invoices for payment or for services rendered; may handle petty cash. May assume responsibility for departmental activity registration including through mail in, walk in, and online registration processes; may assume responsibility for facility rentals at assigned facilities; may serve as liaison with software vendor to resolve system problems. Performs a variety of clerical tasks including typing, proofreading, filing, editing, office machine operation, and/or use of various office applications; sorts, files, prepares, and/or processes a variety of documents and records, including time sheets, personnel and purchasing forms, and claim vouchers according to established procedures; makes travel and meeting arrangements. Assists the Department Head with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; conducts research and provides recommendations regarding project activity. Performs technical and programmatic duties in support of specific areas of assignment. May direct others in the performance of related tasks; coordinates work assignments; may supervise, train and evaluate subordinates; provides temporary and vacation relief for other staff as necessary. May perform notary public functions. For a complete job description click hereQUALIFICATIONS GUIDELINESEducation and/or Experience Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be graduation from high school or equivalent including or supplemented by coursework in office procedures, typing, shorthand, filing and records management and four years of experience in secretarial work. Knowledge and Skill Levels Considerable knowledge of related secretarial and general office methods and techniques including office equipment operation; fiscal record keeping; records processing and maintenance procedures and systems; preparation of complicated documents requiring specialized and/or statistical typing; basic principles of supervision and training; work scheduling and coordination practices. Working knowledge of the basic functions and organization of City government; departmental and program related polices, procedures, and processes. Skill in the operation of a variety of office equipment including personal computers and standard office applications; Ability to type or enter data at 60 net wpm; may be required to take dictation and/or transcribe from notes or a dictaphone machine at an acceptable rate for adequate job performance. Special Requirements Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record, may be required for some assignments. Possession of or ability to obtain Notary Public may be required for some assignments. Some positions may be required to attend night meetings. Timeline: Open: 11/12/2024 Close: 12/01/2024 Interview: TBD Glendora Management Association COMPENSATION AND RETIREMENT CalPERS (3 TIERS) Tier 2: 2.0% @ 60 Classic members (4/30/12)(ee pays 7%) Tier 3: 2.0% @ 62 New CalPERS members (ee pays 6.25%) SICK LEAVE CREDIT Unused sick leave is converted to service credit upon retirement SALARY INCREASES 7/1/2025 - 3% §457 DEFERRED COMPENSATION PLAN (2) options for employees Nationwide - traditional and Roth RETIREE MEDICAL PLAN CONTRIBUTION See MOU for details and eligibility FRINGE BENEFITS AND WELLNESS FLEXIBLE BENEFIT PLAN $1,400/ month; cashout not to exceed $1,000 DELTA DENTAL PPOVSP VISION INSURANCE City pays for employee coverage SHORT TERM & LONG TERM DISABILITY (LTD) 2/3 of monthly salary up to $5,000/month FREE EMPLOYEE ASSISTANCE PLAN (EAP) Work and life services, problem solving support LIFE INSURANCE $100,000; City paid ALTERNATIVE WORK SCHEDULE EE may request alternative work schedule LEAVES AND HOLIDAYS SICK LEAVE 3.69 hours/pay period VACATION 4.0 hours/pay period Accrual varies depending on years of service Max accrual of 160 hours BEREAVEMENT LEAVE 40 hours/eligible death HOLIDAYS 12 Fixed holidays 16 floating holidays ADMINISTRATIVE LEAVE (EXEMPT EMPLOYEES) 40 hours COMPENSATORY TIME (NON EXEMPT EMPLOYEES) Eligible to accrue up to 50 hours STATE/FEDERAL LEAVES FMLA/CFRA California Family Sick Leave Family/School Partnership Act PERSONAL EMERGENCY LEAVE Up to 5 days of sick leave/12 month period for eligible requests PAID FAMILY LEAVE Up to 8 weeks of supplemental paid leave MISCELLANEOUS TUITION REIMBURSEMENT Up to $6,200 per academic year $500 towards education material AUTO ALLOWANCE $300 month for eligible positions AFLAC Option to purchase ancillary insurances IRS 125 and 129 Flexible Spending BILINGUAL PAY $150 month for eligible/qualified employees F & A Credit Union Optional free membership as a City employee LONGEVITY PAY 5 - 9 years $1,000/year 10 - 14 years $1,500/year 15+ years $2,000/year To view benefits for this position, please click the following link:VETERANS' PREFERENCE: For non-executive Open Recruitments, three additional points will be added to the passing score of veterans who are honorably discharged with one year or more of active military duty. The DD-214 form must be submitted at time of application.SALARIES: All stated salaries are based on present information, subject to change. Appointments are generally made at the first step of a five step pay plan. All salaries are subject to statutory payroll deductions. Federal law requires that all new employees contribute 1.45% of their monthly salary to the Medicare system. All City employees are paid on a biweekly basis, for a total of 26 pay periods per year. RETIREMENT: Retirement benefits for all full-time employees are provided by the California Public Employees' Retirement System (CalPERS). An employee who is hired by the City from another CalPERS agency or an agency with CalPERS reciprocity, or with a break in service 6 months or less, (aka Classic member) shall receive the CalPERS benefit formula of 2% at 60 and pay the 7% member contribution. An employee who is a new enrollment in CalPERS, is not coming from an agency with CalPERS reciprocity, or has a break in service greater than 6 months (aka New member), shall be enrolled in the CalPERS benefit formula of 2% at 62 and pay the 6.25% member contribution. No contributions are paid by the City or employee into the Social Security system. 01 What is your highest level of completed education?
- High School Diploma or equivalent
- Associates' Degree
- Bachelor's Degree
- Master's Degree
- Doctoral Degree or higher
- None
02 Do you currently possess, or have the ability to obtain, a valid California class C driver license?
03 Which of the following best describes your skill level utilizing Microsoft Office Suite- Excel, Word, Outlook, etc.?
- I do not have any experience with any Microsoft suits
- Beginner (I have had one or two experiences with Microsoft suites)
- Intermediate (I can produce basic reports and documents)
- Advanced (I have mastered all Microsoft suites)
04 How many years of office/administrative work do you have?
- Less than one year of experience
- 1-2 years of experience
- 2-3 years of experience
- 4 or more years of experience
- No office/administrative experience
05 Did you attach a typing certificate with the ability to type or enter data 60 net wpm?
Required Question