Description • **PLEASE NOTE; THIS POSITION MAY CLOSE WITHOUT NOTICE AND PRIOR TO THE ADVERTISED CLOSING DATE ONCE A MAXIMUM NUMBER OF APPLICATIONS HAVE BEEN RECEIVED**** BASIC FUNCTION: Under the direction of a cabinet-level administrator, perform varied and complex secretarial and administrative assistant duties to relieve the cabinet-level administrator of administrative and clerical detail; plan, coordinate and organize office activities and flow of communications for the assigned supervisor; perform clerical accounting duties in support of assigned office. Example of Duties REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Perform varied and complex secretarial and administrative assistant duties to relieve the cabinet-level administrator or mid-manager of administrative and clerical detail; plan, coordinate and organize office activities; assure smooth operations of assigned office. Receive visitors, including administrators, staff and the public and provide information or direct to appropriate personnel; respond to inquiries and provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of office and City procedures and regulations are required. Assure timely communications between assigned office and City employees; initiate and receive phone calls to receive and transmit information; request records and other documents; resolve issues as appropriate; refer difficult situations to the manager. Perform clerical accounting duties in support of assigned office; audit and process invoices; collect various monies and fees and issue receipts for assigned office; prepare, code and process purchase orders and pay warrants; reconcile accounts; prepare deposits; monitor department expenditures and assure compliance with established limitations as directed. Compile and verify information and prepare a variety of reports related to assigned activities; receive, process and assure accuracy and completeness of a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed. Compose independently or from oral instructions, note or rough draft, a variety of materials including inter-office communications, letters, lists, forms, reports, memoranda, bulletins, agenda items, requisitions, legal documents, notices and other materials; proofread and verify accuracy of documents. Input a variety of data into an assigned computer system; maintain automated records and files; initiate queries and generate a variety of mandated and requested computerized lists, reports and forms according to established time lines; assure accuracy of input and output data. Maintain a variety of logs and records related to department programs, financial activity, personnel and assigned duties; assure accuracy and completeness of data, records, reports and files; establish and maintain filing systems; coordinate the destruction of records as assigned. Coordinate, schedule and attend a variety of public and private meetings as assigned; assure proceedings comply with established requirements; prepare and send out notices of meetings; maintain appointment and activity calendar; reserve facilities; collect and compile information for meetings; prepare agendas, supplemental materials and other documents; take and transcribe minutes as directed; update City records in response to resolutions as directed. Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software; maintain equipment and arrange for repairs as necessary. Monitor inventory levels of office supplies and materials; order, receive and maintain inventory of office supplies and materials. Receive, open, sort, screen and distribute incoming mail; compose replies independently as directed; prepare and disseminate materials, forms and information to the public, staff and outside agencies regarding various events and programs. Coordinate travel arrangements and hotel reservations as necessary; prepare and assure proper completion of reimbursement forms. Develop and implement office procedures to assure complete and timely operations; create office forms to facilitate work flow. OTHER DUTIES: May temporarily perform technical and functional supervision over other office and clerical personnel as assigned. Participate in payroll processing as directed. Assist in preparation of the annual budget and procurement activities as assigned by the position. Perform related duties as assigned. Typical Qualifications KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Terminology, practices and procedures of assigned office. Policies and objectives of assigned department or program. City organization, operations, policies and objectives. Modern office practices, procedures and equipment. Applicable laws, codes, regulations, policies and procedures. Financial and statistical record-keeping techniques. Business letter and report writing techniques. Telephone techniques and etiquette. Oral and written communication skills. Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy. Operation of a computer and assigned software. Methods of collecting and organizing data and information. Basic accounting practices and procedures. ABILITY TO: Perform varied and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail. Plan, coordinate and organize office activities and flow of communications for the assigned supervisor. Work independently with little direction. Analyze situations accurately and adopt an effective course of action. Compose correspondence and written materials independently or from oral instructions. Assure efficient and timely completion of office and program projects and activities. Understand and resolve issues, complaints or problems. Establish and maintain cooperative and effective working relationships with others. Interpret, apply and explain laws, codes, rules, regulations, policies and procedures. Type or input data at 60 words per minute from clear copy. Take and transcribe dictation at an acceptable rate of speed. Operate a variety of office equipment including a computer and assigned software. Maintain a variety of records and files. Plan and organize work. Complete work with many interruptions. Compile and verify data and prepare reports. Communicate effectively both orally and in writing. Perform clerical accounting duties such as processing requisition and balancing accounts. Take and transcribe minutes at meetings. Report to work every scheduled workday. Supplemental Information EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or a related field and four years of increasingly responsible secretarial or administrative assistant experience. LICENSE/CERTIFICATION: Must type at a speed of 60 net words per minute. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person and on the telephone. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Bending at the waist, kneeling or crouching to file materials. THIS POSITION REQUIRES SUBMISSION OF TYPING CERTIFICATE For positions that require a Typing Certificate, applicants must submit verification of typing speed in the form of a certificate issued by an agency that performs testing on a regular basis (including address and telephone number of the testing agency for verification purposes), minimum 3 to 5 minute timed test. On-line certification will not be accepted. The certification cannot be dated more than one year previous to the final filing date on the job announcement. Certificates may be obtained at the following locations. Call for appointment and bring picture ID. FAILURE TO SUBMIT WILL RESULT IN AN AUTOMATIC DIQUALIFICATION BLUE RIBBON PERSONNEL SERVICES 212 W. Pine St., Suite 5 Lodi (209) 366-1314 APPOINTMENT ONLY. Fee: $10.00 Cash M.T.I. 6006 N. El Dorado, Stockton Phone: (209) 957-3030 Call for appointment Tests available Wed.only 3:30pm • (fee waived with WorkNet card or county voucher) Fee: $10 Cash EXPRESS PERSONNEL 324 E. 11TH Street, Suite G2, Tracy (209) 835-2000 Call for appointment. Tests available Monday ? Friday by appt. Fee: $15.00 Cash MANTECA ADULT SCHOOL 2271 West Louise Avenue Phone: (209) 858-7330 Walk-in only. Tests available M-Th 8AM-11AM or 1PM-5PM bring photo ID Fee: $30.00 PRIDESTAFF 3421 Brookside Rd., Suite B, Stockton (209) 477-9884 Call for appointment. Tests available M-F, 3:00pm-4:30pm. Fee: $20 Cash TYPING CERTIFICATES ARE DUE TO THE HUMAN RESOURCES DEPARTMENT NO LATER THAN 5:00PM APRIL 9, 2019. ABSOLUTELY NO EXCEPTIONS WILL BE MADE They may be submitted in person at 302 Cherry Lane #107; via fax 209-923-8970, or attached to your application. RETIREMENT PLAN: This position is covered under the California Public Employees' Retirement System. The following plans are applicable: 2.7@ 55 (existing City of Manteca employee hired full time prior to June 1, 2012), 2% @ 60 for legacy employees, and 2 @ 62 for employees who meet the PEPRA definition of CalPERS. If employee is an existing member of CalPERS, that employee will contribute 8% of the employee share of their retirement benefit. LEgacy (tier 2) members will contribute 7% of the employee share. For new members of CalPERS, that employee will pay 50% of the normal cost of their retirement plan as determined annually by CalPERS. Employees may contribute to a Deferred Compensation Plan on a voluntary basis. HOLIDAYS: 10 paid holidays each year and 3 Floating Holidays. VACATION: 10 days paid vacation for the first 4 years of service; 15 days from 5th through 8th year; 19 days from the 9th through the 12th year; 23 days after the 12th year of service. SICK LEAVE: Each employee earns one day of sick leave for each month of service with no limit on accumulation. INSURANCE: Full-time employees receive medical, hospital, dental, long-term disability, life, and vision insurance. Dependent coverage for health insurance is available. The cost varies depending upon the plan chosen. BILINGUAL PAY BEREAVEMENT LEAVE 01 What is your experience in Microsoft Suite (excel, word, powerpoint)? 02 Describe a project you have completed that required you to gather and analyze data utilizing Excel 03 Describe what confidential means to you. What steps can you take to ensure information is kept secure and confidential? 04 Describe how you keep assignments, meetings, projects, daily tasks organized and how you would handle assignments with multiple deadlines. 05 The Supplemental Questionnaire is part of the application process; accordingly, it should be completed carefully. It must be submitted with your official employment application. Do not indicate "see resume" as an answer to any of these questions. I certify that the information provided is accurate and complete to the best of my knowledge. I understand that any falsification may cancel any terms, conditions, or privileges of employment. • Yes • No 06 I am have read the job description and am aware I need to provide certifications by a deadline (see bottom of flyer for details) • Yes • No • Required Question Apply for Job Now
Administrative Assistant Iii - 2257499-0
Description • **PLEASE NOTE; THIS POSITION MAY CLOSE WITHOUT NOTICE AND PRIOR TO THE ADVERTISED CLOSING DATE ONCE A MAXIMUM NUMBER OF APPLICATIONS HAVE BEEN RECEIVED**** BASIC FUNCTION: Under the direction of a cabinet-level administrator, perform varied and complex secretarial and administrative assistant duties to relieve the cabinet-level administrator of administrative and clerical detail; plan, coordinate and organize office activities and flow of communications for the assigned supervisor; perform clerical accounting duties in support of assigned office. Example of Duties REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Perform varied and complex secretarial and administrative assistant duties to relieve the cabinet-level administrator or mid-manager of administrative and clerical detail; plan, coordinate and organize office activities; assure smooth operations of assigned office. Receive visitors, including administrators, staff and the public and provide information or direct to appropriate personnel; respond to inquiries and provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of office and City procedures and regulations are required. Assure timely communications between assigned office and City employees; initiate and receive phone calls to receive and transmit information; request records and other documents; resolve issues as appropriate; refer difficult situations to the manager. Perform clerical accounting duties in support of assigned office; audit and process invoices; collect various monies and fees and issue receipts for assigned office; prepare, code and process purchase orders and pay warrants; reconcile accounts; prepare deposits; monitor department expenditures and assure compliance with established limitations as directed. Compile and verify information and prepare a variety of reports related to assigned activities; receive, process and assure accuracy and completeness of a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed. Compose independently or from oral instructions, note or rough draft, a variety of materials including inter-office communications, letters, lists, forms, reports, memoranda, bulletins, agenda items, requisitions, legal documents, notices and other materials; proofread and verify accuracy of documents. Input a variety of data into an assigned computer system; maintain automated records and files; initiate queries and generate a variety of mandated and requested computerized lists, reports and forms according to established time lines; assure accuracy of input and output data. Maintain a variety of logs and records related to department programs, financial activity, personnel and assigned duties; assure accuracy and completeness of data, records, reports and files; establish and maintain filing systems; coordinate the destruction of records as assigned. Coordinate, schedule and attend a variety of public and private meetings as assigned; assure proceedings comply with established requirements; prepare and send out notices of meetings; maintain appointment and activity calendar; reserve facilities; collect and compile information for meetings; prepare agendas, supplemental materials and other documents; take and transcribe minutes as directed; update City records in response to resolutions as directed. Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software; maintain equipment and arrange for repairs as necessary. Monitor inventory levels of office supplies and materials; order, receive and maintain inventory of office supplies and materials. Receive, open, sort, screen and distribute incoming mail; compose replies independently as directed; prepare and disseminate materials, forms and information to the public, staff and outside agencies regarding various events and programs. Coordinate travel arrangements and hotel reservations as necessary; prepare and assure proper completion of reimbursement forms. Develop and implement office procedures to assure complete and timely operations; create office forms to facilitate work flow. OTHER DUTIES: May temporarily perform technical and functional supervision over other office and clerical personnel as assigned. Participate in payroll processing as directed. Assist in preparation of the annual budget and procurement activities as assigned by the position. Perform related duties as assigned. Typical Qualifications KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Terminology, practices and procedures of assigned office. Policies and objectives of assigned department or program. City organization, operations, policies and objectives. Modern office practices, procedures and equipment. Applicable laws, codes, regulations, policies and procedures. Financial and statistical record-keeping techniques. Business letter and report writing techniques. Telephone techniques and etiquette. Oral and written communication skills. Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy. Operation of a computer and assigned software. Methods of collecting and organizing data and information. Basic accounting practices and procedures. ABILITY TO: Perform varied and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail. Plan, coordinate and organize office activities and flow of communications for the assigned supervisor. Work independently with little direction. Analyze situations accurately and adopt an effective course of action. Compose correspondence and written materials independently or from oral instructions. Assure efficient and timely completion of office and program projects and activities. Understand and resolve issues, complaints or problems. Establish and maintain cooperative and effective working relationships with others. Interpret, apply and explain laws, codes, rules, regulations, policies and procedures. Type or input data at 60 words per minute from clear copy. Take and transcribe dictation at an acceptable rate of speed. Operate a variety of office equipment including a computer and assigned software. Maintain a variety of records and files. Plan and organize work. Complete work with many interruptions. Compile and verify data and prepare reports. Communicate effectively both orally and in writing. Perform clerical accounting duties such as processing requisition and balancing accounts. Take and transcribe minutes at meetings. Report to work every scheduled workday. Supplemental Information EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or a related field and four years of increasingly responsible secretarial or administrative assistant experience. LICENSE/CERTIFICATION: Must type at a speed of 60 net words per minute. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person and on the telephone. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Bending at the waist, kneeling or crouching to file materials. THIS POSITION REQUIRES SUBMISSION OF TYPING CERTIFICATE For positions that require a Typing Certificate, applicants must submit verification of typing speed in the form of a certificate issued by an agency that performs testing on a regular basis (including address and telephone number of the testing agency for verification purposes), minimum 3 to 5 minute timed test. On-line certification will not be accepted. The certification cannot be dated more than one year previous to the final filing date on the job announcement. Certificates may be obtained at the following locations. Call for appointment and bring picture ID. FAILURE TO SUBMIT WILL RESULT IN AN AUTOMATIC DIQUALIFICATION BLUE RIBBON PERSONNEL SERVICES 212 W. Pine St., Suite 5 Lodi (209) 366-1314 APPOINTMENT ONLY. Fee: $10.00 Cash M.T.I. 6006 N. El Dorado, Stockton Phone: (209) 957-3030 Call for appointment Tests available Wed.only 3:30pm • (fee waived with WorkNet card or county voucher) Fee: $10 Cash EXPRESS PERSONNEL 324 E. 11TH Street, Suite G2, Tracy (209) 835-2000 Call for appointment. Tests available Monday ? Friday by appt. Fee: $15.00 Cash MANTECA ADULT SCHOOL 2271 West Louise Avenue Phone: (209) 858-7330 Walk-in only. Tests available M-Th 8AM-11AM or 1PM-5PM bring photo ID Fee: $30.00 PRIDESTAFF 3421 Brookside Rd., Suite B, Stockton (209) 477-9884 Call for appointment. Tests available M-F, 3:00pm-4:30pm. Fee: $20 Cash TYPING CERTIFICATES ARE DUE TO THE HUMAN RESOURCES DEPARTMENT NO LATER THAN 5:00PM APRIL 9, 2019. ABSOLUTELY NO EXCEPTIONS WILL BE MADE They may be submitted in person at 302 Cherry Lane #107; via fax 209-923-8970, or attached to your application. RETIREMENT PLAN: This position is covered under the California Public Employees' Retirement System. The following plans are applicable: 2.7@ 55 (existing City of Manteca employee hired full time prior to June 1, 2012), 2% @ 60 for legacy employees, and 2 @ 62 for employees who meet the PEPRA definition of CalPERS. If employee is an existing member of CalPERS, that employee will contribute 8% of the employee share of their retirement benefit. LEgacy (tier 2) members will contribute 7% of the employee share. For new members of CalPERS, that employee will pay 50% of the normal cost of their retirement plan as determined annually by CalPERS. Employees may contribute to a Deferred Compensation Plan on a voluntary basis. HOLIDAYS: 10 paid holidays each year and 3 Floating Holidays. VACATION: 10 days paid vacation for the first 4 years of service; 15 days from 5th through 8th year; 19 days from the 9th through the 12th year; 23 days after the 12th year of service. SICK LEAVE: Each employee earns one day of sick leave for each month of service with no limit on accumulation. INSURANCE: Full-time employees receive medical, hospital, dental, long-term disability, life, and vision insurance. Dependent coverage for health insurance is available. The cost varies depending upon the plan chosen. BILINGUAL PAY BEREAVEMENT LEAVE 01 What is your experience in Microsoft Suite (excel, word, powerpoint)? 02 Describe a project you have completed that required you to gather and analyze data utilizing Excel 03 Describe what confidential means to you. What steps can you take to ensure information is kept secure and confidential? 04 Describe how you keep assignments, meetings, projects, daily tasks organized and how you would handle assignments with multiple deadlines. 05 The Supplemental Questionnaire is part of the application process; accordingly, it should be completed carefully. It must be submitted with your official employment application. Do not indicate "see resume" as an answer to any of these questions. I certify that the information provided is accurate and complete to the best of my knowledge. I understand that any falsification may cancel any terms, conditions, or privileges of employment. • Yes • No 06 I am have read the job description and am aware I need to provide certifications by a deadline (see bottom of flyer for details) • Yes • No • Required Question Apply for Job Now
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