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Company Name : City of Palm Springs, CA
Location : Palm Springs, CA 92262
Position : Administrative Secretary
Job Description : Position Summary
This position works in the Human Resources Department and performs a wide variety of highly complex and difficult administrative and secretarial support to department staff; and provides information and assistance to the public regarding departmental policies and procedures.
Examples of Essential and General Responsibilities
Provides responsible and highly complex administrative and secretarial support to an assigned department head.
Prepares, type, and proofread a wide variety of reports, letters, memoranda, and statistical charts; type from rough drafts, Dictaphone, or verbal instructions; takes and transcribe dictations; independently composes correspondence related to assigned responsibilities.
Maintains and reconciles cash register income; prepares deposit slips and financial reports; forward reports to appropriate departments.
Receives, sorts, open, and distribute department mail to appropriate staff; maintain logs of mail received for assigned department head.
Provides significant support in the preparation and administration of the assigned department budget; monitor expenditures including reviewing and processing purchase requisitions and purchase orders; recommend modifications or adjustments as appropriate.
Maintains and order office supplies; prepare purchase orders; receives invoices and check for accuracy; process payments.
Provides word processing support to assigned department; troubleshoot and train users in word processing applications.
Attends a variety of meetings; prepares and compiles agenda packets; take and prepare minutes; disseminates information as appropriate.
Maintains, develops and implements department filing systems and records; modify systems as appropriate.
Maintains a calendar of activities, meetings, and various events for the assigned department and director; make travel arrangements; coordinates activities with other City departments, the public, and outside agencies.
Screen office and telephone callers; provides front counter and reception assistance including providing information; responds to and resolves complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
Receives time cards and other personnel information; review information for accuracy and completeness; maintains confidentiality.
Maintains department volunteer program.
Operates a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintains disk storage and filing.
Performs notary public duties as needed.
May supervise the work of lower-level clerical staff.
Performs related duties and responsibilities as required.
Minimum and Preferred Requirements
Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the “Work Experience” section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. “Full-time work” means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of at least 12 months.) Qualifications noted as “desirable” or “preferred” are not included as part of the minimum requirements. Education may be substituted on a year for year basis with related job experience; experience is in addition to any other required experience.
Experience:
Three (3) years of increasingly responsible administrative and secretarial experience is required.
Recent, within the past one (1) – three (3) years, direct hands-on administrative experience in a customer service environment is preferred.
Experiencing working in a Human Resources department is preferred.
Proficiency in Microsoft Office (Excel, Word, and Outlook) is preferred.
Experience working in a public sector agency is preferred. (Public sector agency includes State, County, School, or City Government, Law Enforcement, or other Public Sector Agency.)
Training:
High School Diploma or equivalent education is required.
License or Certificates:
Possession of, or ability to obtain, an appropriate, valid notary public commission may be required.
Special Requirements:
Must successfully complete a pre-employment background investigation and a physical.
Working Conditions:
The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
This position works in an office environment and essential and marginal functions may require maintaining physical condition necessary for standing, walking and sitting for prolonged periods; talk and/or hear, in person and by telephone; use hands to finger, handle, feel, or operate standard computer and operations equipment; ability to exert light to moderate physical effort which may include bending, kneeling, reaching, lifting and carrying.
Application and Exam Information
A completed application, resume, and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully and only those who appear to have the best qualifications will be invited to continue in the selection process.
Resumes and other documents may be submitted, however, they will not be used to determine minimum qualifications, please do not use phrases such as “see attached” or “see resume” as they will not be considered. Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise.
The selection process for this position may include one or more of the following: application review, qualification review, written exam, practical exam, oral panel exam, and department interview.
Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates.
Please remember to submit all your application materials by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification.
For more information on completing your application materials click here.
If you are ready to join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at:
The City of Palm Springs
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
www.palmspringsca.gov
760-323-8215
Applications must be received by 4:00 pm Monday, March 24, 2022 in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the “Closing Date” of open positions at any time, dependent upon the number of applications received.
The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition or pregnancy, genetic information, religious or political affiliation, or veteran status.
The City of Palm Springs provides a comprehnsive benefit program for employees including: Medical, Dental, & Vision Insurance Retiree Health Savings Plan Life Insurance Long Term Disability Plan Employee paid Supplemental Insurance Programs Employee paid Deferred Compensation Program Employee Assistance Program Tuition Reimbursement Program Retirement Plan through California Public Employees’ Retirement System (CalPERS) Benefit program details vary by work unit and bargaining contracts. Click here to view additional information and bargaining unit contracts. The City does not participate in the Social Security program, except for the mandatory 1.45% Medicare contribution for all regular positions.
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