Salary : $60,354.32 - $73,360.30 AnnuallyLocation : Tracy, CAJob Type: Full TimeDepartment: Public WorksOpening Date: 01/02/2025Closing Date: 1/13/2025 12:00 PM PacificFLSA: Non-ExemptBargaining Unit: TSSUDescriptionFor more information about this exciting opportunity, click HERE!DEFINITIONUnder general supervision, performs a variety of administrative, secretarial, and clerical duties related to department operations and programs; composes and prepares correspondence using judgment in content and style; performs skilled word processing and data entry; provides information to the public and staff; and performs related work as required.SUPERVISION RECEIVED AND EXERCISEDReceives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.CLASS CHARACTERISTICSThis is a journey-level classification performing a wide variety of clerical duties. Incumbents serve to relieve departmental staff of performing administrative detail work and are expected to function with very little direct oversight. Successful performance of the work requires the frequent use independent judgment and knowledge of departmental and City activities. This class is distinguished from the Executive Assistant class in that the latter reports to a department director with the capability of relieving the director of day-to-day office administrative and coordinative duties, performs work that requires a broader understanding of departmental functions, and provides lead direction to lower-level support staff.Essential and Marginal DutiesManagement 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.
- Composes, types, edits, and proofreads a variety of documents, including forms, memos, contracts, administrative, statistical, financial, staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
- Prepares and processes reports, forms, contracts, and records, such as the department's budget, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts, agreements, business licenses, and permits.
- Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval; collects fees and issue permits.
- Performs various accounting support work such as monitoring purchase orders and account balances; determining and calculating required fees; processing, reconciling, and verifying cash and monies expended and received; processing and auditing reimbursements, payment vouchers, check requests, and invoices; generating purchase orders; and allocating general ledger codes in accordance with City policies and procedures.
- Manages and tracks the routing of a variety of documents, including coordinating the tracking of bidding and contracting processes; uses tracking systems to coordinate billing and payment. Screens calls, visitors, and incoming mail; receives and responds to calls received by the department; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems when appropriate.
- Maintains department files in accordance with the City's adopted records retention and management schedules; compiles information needed from records to respond to public records requests.
- Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
- Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting and/or committee secretary including preparing agendas and informational packets and setting up the room.
- Organizes and carries out administrative assignments; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
- Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, fax machines, and telephones; may operate other department-specific equipment.
- Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
- Performs other duties as assigned.
Minimum QualificationsKnowledge of:
- Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.
- Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Business letter writing and the standard format for reports and correspondence.
- Principles and practices of data collection and report preparation.
- Business mathematics and basic statistical techniques.
- Record keeping principles and procedures.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
- Modern equipment and communication tools used for business functions and program, project, and task coordination.
- Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.
Ability to:
- Perform responsible administrative support work with accuracy, speed, and general supervision.
- Provide varied and responsible office administrative work requiring the use of tact and discretion.
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Interpret, apply, and explain administrative and departmental policies and procedures.
- Respond to and effectively prioritize multiple phone calls and other requests for service.
- Compose correspondence and reports independently or from brief instructions.
- Make accurate mathematical, financial, and statistical computations.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
- Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
- Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
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 completion of the twelfth (12th) grade and two (2) years of increasingly responsible office support experience, including customer service duties and the use of standard computer office software packages. Specialized course work in office practices such as computer software packages, typing, filing, and bookkeeping is desirable.
Licenses and Certifications:
- Possession of, or the ability to obtain, a valid Class C California driver's license upon appointment.
- May be required to complete National Incident Management System (NIMS) Training.
Additional Information PHYSICAL DEMANDSMust possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment.ENVIRONMENTAL CONDITIONSEmployees work in an office environment with moderate noise levels, controlled temperature conditions. Some positions may occasionally have direct exposure to hazardous physical substances or loud noise levels. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.WORKING CONDITIONSN/ADISASTER SERVICE WORKERAll City of Tracy employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the City may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a Local Emergency is declared during the employee's shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a Local Emergency is declared outside of the employee's shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.The City of Tracy provides a generous benefit package to employees in the Tracy Technical & Support Services Employee Association. A summary of key benefits is listed below. More information can be found in the and in the between the City of Tracy and the Tracy Technical & Support Services Employee Association.Health Benefits - Choice of Kaiser HMO, POS, PPO, and Sutter Health Plus HMO health insurance plans. City contribution fully covers premiums for Kaiser HMO or Sutter HMO with dental and vision and provides a generous contribution towards other plans including Kaiser POS and PPO.Dental and Vision Plans - Choice of Delta Dental or Bright Now! Dental plans available. VSP is available as the vision plan.Life Insurance - Individual coverage for amount of annual salary or up to $50,000 fully paid by the City. Supplemental life insurance may be purchased by the employee.Retirement Program - CalPERS (formula dependent on hire date and member status in CalPERS). The City participates in Social Security for Misc employees. Voluntary 457 Deferred Compensation programs available (MissionSquare & Corebridge). The City will match contributions up to 5% to the plan.Paid Leave and Holidays - General vacation accrues at the rate of 96 hours per year the first year and progresses up to 192 hours per year at 16 years of service. Sick leave is accrued at a rate of 96 hours per year with unlimited accrual. There are 14 paid holidays per year (includes 2 floating holidays).Longevity Incentive - Employees will receive 2.0% of base pay after 10 years, 3.5% of base pay after 15 years, and 5.5% of base pay after 20 yearsUniform Allowance - Upon hire, the City provides the Administrative Assistant(s) assigned to the Animal Shelter, Police Records Assistant I/II, and Senior, a uniform allowance of eight hundred and fifty dollars ($850) on the regular payday following their appointment. Thereafter, these classifications receive an annual uniform maintenance allowance of $32.70 per pay period. Upon hire and annually per fiscal year, the Tracy Police Department will provide employees who do not receive a uniform allowance and who are required to comply with uniform standards established by the Department, 2 polo shirts and 2 pairs of BDU pantsDependent Care and Medical Spending Accounts - (IRS Section 125) Available to eligible employees on a voluntary basis.Additional Benefits - Employee Assistance Program, AFLAC, Employee Credit Union, Direct Deposit, Scholarshare529, and Tuition Reimbursement.01 I understand that in order for my application to receive every consideration in the selection process, I must complete the following Supplemental Questions. I understand these responses must match the information I provide in the Work Experience and Education sections of my application (do not answer see resume ).I certify that all information provided on this application and the Supplemental Questions is true to the best of my knowledge.
02 Do you currently possess a high school diploma or equivalent?
03 How many years of increasingly responsible general office support experience including customer service duties and the use of standard computer office software packages do you have? Please be sure that this experience is reflected in the job history section.
- None
- Less than 2 years
- More than 2 years
04 Have you worked for a public sector agency or municipality?
05 If you answered Yes to the question above, please indicate the name of each agency you have worked for and the position that you held. If you answered No , indicate N/A. 06 Do you have any specialized course work in office practices such as computer software, typing, filing and/or bookkeeping?
07 Please describe your experience as mentioned in question #6. 08 Do you have any experience with the following software systems? Please select all that apply.
- Tyler MUNIS
- Granicus
- DocuSign
- eTRAKiT
- None of the above
09 Rate your experience level using the Microsoft Office Suite (Microsoft Word, Outlook, Excel, Power Point):
- No experience
- Beginner
- Intermediate
- Expert
Required Question