This position will remain open until 250 applications are received OR until March 8, 2016 at 5:00 p.m. Please apply immediately as this recruitment may close at any time. Click on the link for help on completing your application ‘Online Employment Application Guide’
Currently there is one (1) full-time vacancy in the Human Resources Department. The eligibility list established from this recruitment may be used to fill future full-time or part-time Department Assistant vacancies as they occur.
Full-time ($3,773 – $5,305 per month)
Part-time ($20.46 – $28.79 per hour)
Candidates are required to submit a resume detailing their related experience along with a completed on-line application in order for the application package to be considered complete. The selection process begins with a complete evaluation of the application. Those candidates deemed most qualified as reflected in their application will be invited to a written exam tentatively scheduled for Tues day , March 22 . The top scoring candidates who pass the written exam will then be required to take a word, excel, and a typing test, tentatively scheduled for Tuesday, March 29 . Those passing the performance tests will be invited to an oral interview, tentatively scheduled for Wednesday, April 6 . Candidates that pass the oral interview process will be placed on an employment eligibility list.
DEFINITION: To perform varied secretarial and clerical work in support of assigned managerial, professional, operations, administrative, and office staff; research and provide detailed worksheets, records, and reports; provide assistance to staff and public and private representatives; and perform other related duties.
DISTINGUISHING CHARACTERISTICS: This is the journey-level classification in the Administrative Support series. Employees at this level possess broad knowledge of division practices and office procedures; utilize a range of software programs; support management, professional, and operations staff; and relieve Administrative Assistants during employee absences. The scope of employee job responsibilities is more diverse than the Office Assistant classification, and the employees may be required to possess dictation skills.
SUPERVISION RECEIVED AND EXERCISED: Receives general supervision from an Administrative Assistant or managerial level positions within the department. Employees may train and provide direction to part-time and temporary positions, depending upon the department and division assignment.
Essential Duties:
Duties may include, but are not limited to, the following:
- Maintain calendars, make appointments, and schedule meetings and activities;
- Answer telephone and screen and refer messages and questions to appropriate parties; review, disseminate, and distribute electronic communications;
- Provide counter assistance and offer information on departmental and City policies and procedures as required;
- Compose, type, and proofread a variety of documents including correspondence, agendas, reports, agreements, and memos, including working from dictation recordings or verbal instructions;
- Coordinate, train, and may supervise the work of part-time and temporary office personnel;
- Organize and maintain office records, statistics, and activity reports; create and update software databases; maintain and update distribution lists;
- Collect and assemble data and background materials for a variety of activity, revenue, and expenditure reports; verify accuracy of information and research discrepancies and recorded information;
- Apply departmental policies and procedures in determining completeness of applications, records, and reports;
- Receive, sort, and distribute incoming and outgoing mail; copy and distribute reports, correspondence, and memos;
- Order and maintain inventory of office supplies as necessary;
- May take minutes at commission and committee meetings; and
- Perform related duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge of:
English usage, spelling, grammar and punctuation;
Assigned division work practices, administrative policies and procedures;
Business writing practices;
Record keeping methods and procedures;
Modern office practices, procedures, methods, and equipment; and
Word processing and spreadsheet software applications programs.
Ability to:
Plan, organize, and prioritize tasks in order to meet deadlines;
Prepare, proofread, disseminate and file a variety of office documents;
Interpret office practices and procedures pertaining to division, programs and functions to which this position is assigned;
Use word processing and spreadsheet software application programs;
Type at a net rate of 50 words per minute or at an established rate which is proficient for the job assignment;
Operate standard office equipment such as photocopiers, facsimile machines, and ten-key calculators;
Perform basic math computations quickly and accurately;
Interact cooperatively with staff, management, other departments, and public and private representatives;
Communicate clearly and concisely, both orally and in writing;
Appear for work on time;
Follow directions from a supervisor;
Understand and follow posted work rules and procedures;
Accept constructive criticism; and
Establish and maintain cooperative working relationship with those contacted in the course of work.
Depending upon position assignment, may be required to take and transcribe dictation at commission and committee meetings.
This position may be required to work overtime hours as needed.
Experience & Training and License/Certificate:
A combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Three or more years of increasingly responsible secretarial and clerical experience.
Training: Equivalent to completion of high school, supplemented by coursework or training in word processing and spreadsheet software programs, and work planning and management.
License/Certificate : Possession of, or ability to obtain, an appropriate, valid California driver’s license.
Additional Requirement : Candidates deemed most qualified, as reflected in their application materials, will be invited to continue in the recruitment process. At that time, background information will be requested from the candidates. Prior to employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted by the Newport Beach Police Department. The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature, date, surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.
Disaster Service Worker: In accordance with Government Code Section 3100, City of Newport Beach employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.
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