CITY OF HIGHLAND

ADMINISTRATIVE ASSISTANT III

JOB SUMMARY

Performs a higher-level administrative support for the Community Development Director Head, typically involving interactions with City Commissions/Committees/Boards and/or the City Council.

SUPERVISION RECEIVED AND EXERCISED

1. General direction is provided by the Community Development Director Head.

2. Does not supervise others. May provide lead or technical direction to senior-level administrative support and clerical positions.

TYPICAL DUTIES: – Typical duties include, but are not limited to the following:

Community Development Department:

1. Perform a wide variety of complex, responsible, confidential, and administrative duties for management personnel.

2. Coordinates day-to-day administrative and communications activities for the Community Development Department to include: preparation and posting of Commission/Committee/Board agendas and minutes; monitor terms of office and attendance records for committee and commission members; preparation and updating of the Agenda Planning Guide; posting information to the City’s/Department’s web site; maintenance of Code Enforcement and Building & Safety case files, Commission/Committee/Board Resolutions including conditions of approval and environmental report documents.

3. Assist with the processing of Code Enforcement complaints and Building & Safety applications and minor permits utilizing the City’s web-based permitting software and other related data retention functions.

4. Assist with the preparation and recordation of property maintenance and substandard property liens.

5. Assists with the preparation of the Community Development Department’s weekly report.

6. Perform administrative projects involving limited research and compilation background data.

7. Screen calls, visitors, and mail; respond to moderately complex requests for information.

8. Attend Commission/Board/Committee meetings and transcribe minutes as directed.

9. Interpret and explain department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.

10. Independently respond to letters and general correspondence not requiring the attention of management personnel.

11. Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.

12. May order and purchase supplies for the department.

13. Perform clerical duties related to department activities such as typing, filing, printing, and preparing and distributing mail.

14. May plan, assign and review the work of assigned clerical personnel; train staff in office methods and procedures.

15. May plan and assign activities utilizing the City’s organizational database.

16. Recommend procedural changes affecting administrative activities listed above.

17. Build and maintain positive working relationships with co-workers, other City employees and the general public using principles of exceptionally good customer service.

18. Perform directly related duties as assigned.

QUALIFICATIONS

Knowledge of:

1. Developmental research, report preparation and administrative support principles, practices, and methods for a public organization.

2. Modern business office organization and customer service business practices.

3. English usage, spelling, grammar, punctuation; modern office procedures, methods, and equipment.

Ability to:

1. Maintain exceptionally good customer service skills at all times.

2. Effectively plan and organize public business office services, and equipment involving high volume customer transactions.

3. Implement new administrative support practices as they may be developed over time.

4. Establish and maintain effective working relationships with government officials and local stakeholders.

5. Prepare standard format reports from verbal directions or notes provided by a manager or professional level employee.

6. Independently obtain and organize facts and information involving routine research and database entry.

7. Communicate clearly and effectively, both orally and in writing.

Experience and Training:

High school diploma or GED preferably supplemented by college level course work in business principles and practices and two years clerical/secretarial experience comparable to an Administrative Assistant II in the City of Highland. Any combination of training and experience that will likely result in the knowledge, skills and abilities described in this specification is qualifying.

Special Requirements:

None.

License or Certificate:

Requires a valid California driver's license due to public hearing notice posting duties, and researching archived public documents at an off-site storage facility.

ENVIRONMENTAL CONDITIONS

Work is generally performed in a temperature-controlled office environment subject to typical office noise.

Salary Range: $4,305 - $5,233 per month

Work Schedule: 9/80 Work Schedule

Cafeteria Plan: $1,450 per month toward health/dental/vision insurance premiums

Vacation/Sick Leave: 80 Hours of accrued vacation within first year; 8 hours per month of sick leave with a maximum of 1,250 Hours

Holidays: 27 Hours of Floating Holiday per year; 9 paid City Holidays

Retirement:

Retirement benefits are provided through the California Public Employees’ Retirement System (CalPERS); 2% @ 55 for (classic) CalPERS members, with the City paying the member contribution; 2% @ 62 for (new) CalPERS members, with the employee paying the member contribution. The distinction between “classic” and “new” is pursuant to State pension reform legislation (PEPRA).

The passing of a pre-placement physical will be performed as a condition of employment. A DMV background check and fingerprinting will also be performed.

Required application can be obtained at the City of Highland, 27215 Base Line, Highland, CA, 92346, (909) 864-6861, or at www.cityofhighland.org.

Applications will be accepted until position is filled.

AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $4,305.00 - $5,233.00 per month

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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