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Company Name : City of Jackson
Location : Jackson, CA 95642
Position : Administrative Assistant
Job Description : ADMINISTRATIVE ASSISTANT (Fulltime, non-exempt; unrepresented)General ResponsibilitiesUnder general supervision, the position performs a wide variety of complex and responsible clerical and accounting duties essential to the operation of the City, including but not limited to direct support to City administrative and elected officers; maintains records; meeting management(such as agendas, minutes and posting); records management; processing payables and/or receivables, balancing and/or reconciling accounts, and serves as the key liaison with the public and outside agencies on a daily basis. Under direction, the position also provides confidential and technical assistance to elected and appointed city officials. The position may be assigned with tasks to train and instruct others.Essential FunctionsThe position works under the general supervision of the City Manager. The following duties are normal for this position but should not be construed as exclusive or all-inclusive. Other duties may be required and assigned.1. Prepares and posts agendas for all city meetings in compliance with applicable requirements.2. Attends and takes minutes of City Council, Board, Commission, Committee meetings and transcribes minutes from notes to usable form for the permanent record.3. Prepares and authorizes the release of City records ensuring compliance with Inspection of Public Records Act.4. Provides administrative support services to Mayor, City Council and City Manager when necessary.5. Receives, records and resolves citizen service complaints within limits of authority.Keeps the city manager apprised of any progress.6. Prepares, organizes various documents and materials including, but not limited to, correspondence, legal notices, proclamations, resolutions, ordinances, reports, city forms and publications. Makes and/or implements recommendations on procedural improvements.7. Acts as the city’s website administrator: post City, departmental program updates or documents onto the website and city social media site when available.8. Records Form 700 filing. Coordinates and schedules required trainings and/or events for city employees.9. Performs limited accounting tasks, processes payables and/or receivables including city’s insurance applications, balances and/or reconciles accounts, performs data analysis on a continuous or special project basis.10. May be assigned with supervisory duties.Qualifications: Ideal candidates are expected to process the following knowledge, skills and abilities.Knowledge of:1. Organization and function of public agencies, including the role of an elected CityCouncil and appointed boards and commissions.2. Principles, practices, and techniques related to public records management, document imaging, and agenda preparation; applicable federal and state laws and regulations, including the Political Reform Act, Brown Act, and Public Records Act; and research methods, procedures, and analysis upon hiring or within 6 months of hiring.3. Efficient and accurate records management.4. Accounting principles.5. Business letter writing and the standard format for reports and correspondence.6. Computer applications related to the work, including word processing, database, and spreadsheet applications.7. Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.Skills of:1. Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.2. Preparing accurate written reports and correspondence, formatting and presenting information.3. Data processing, preparing statistical and narrative reports.4. Researching, surveying, organizing, compiling, and summarizing a variety of information materials.5. Establishing and maintaining cooperative working relationships with other personnel.Communicate effectively with the general public. Utilizes a team approach as appropriate.Ability to:1. Understand and properly carry out both oral and written directions. Pay attention to details.2. Accept supervision and direction; show efforts to improve performance as necessary.3. Seek out for relevant information and exercises appropriate judgment to make independent decisions.4. Cross train with other front office employees in city hall.5. Adapt to changes in schedules and new situations as necessary.6. Make effective use of time at work; organize work effectively.7. Respond quickly and effectively in difficult situations.8. Train and instruct other employees of applicable functions of the job as directed by the city manager.9. Meet the physical requirements necessary to safely and effectively perform assigned duties.Education and Experience GuidelinesThree years of increasingly responsible clerical or accounting experience and working with the pubic or any equivalent combination of education and progressively responsible experience.Experience with a city or other governmental agency is highly desirable. Qualifying for consideration in the selection process will be based on the description listed above underKnowledge, Skills, and Abilities, and a combination of the Education and Experience requirements described below.Education:High school diploma or equivalent required. Associate of Arts Degree, or equivalent, or specialized coursework in business administration or related field desired.Personal Attributes:The incumbent must possess sound work ethics and demonstrate the following personal attributes:OrganizedDedicated and trustworthyTeam orientedPositive attitude and able to learn new techniques to improve job performanceAbility to use discretion and understand the need for confidentialityLicenses/Certificates: Possession of a valid California Class C Driver’s license, proof of insurance and satisfactory driving record is required.Working Conditions: Work typically takes place in an office environment.Physical Demands: Maintain the following physical abilities: see well enough to read instructions, fine print, computer screen and to operate vehicles / equipment; hear well enough to converse on the telephone and in person; stand at counter to assist customers; bend and twist to access files, supplies and equipment; use of hands and fingers for use of computer keyboard, copy machine, filing, writing, operate equipment and answering telephones; be able to lift equipment and office supplies as necessary.Pre-employment eligibility and testing requirements: Candidate will be subject to a pre- employment physical exam and/or drug testing. Candidate is required to pass a background investigation and provide proof of eligibility to work in the United States.Job Type: Full-timePay: $3,504.00 – $4,355.00 per monthBenefits:401(k)Dental insuranceEmployee assistance programFlexible scheduleHealth insuranceLife insurancePaid time offRetirement planTuition reimbursementVision insuranceSchedule:8 hour shiftDay shiftMonday to FridayAbility to commute/relocate:Jackson, CA 95642: Reliably commute or planning to relocate before starting work (Required)Experience:Microsoft Excel: 1 year (Preferred)Microsoft Powerpoint: 1 year (Preferred)Work Location: One location
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