CPRS Job Listing

ABOUT THE POSITION:

Under direct supervision of the Deputy City Manager the Administrative Assistant I performs a wide variety of independent administrative and clerical duties with speed and accuracy; performs word processing and spreadsheet functions; utilizes several City software systems such as recreation/facility management, finance, imaging, and agenda/minutes management; administers the City’s Senior Dial-a-Taxi program; provides information and assistance to the public; and performs related duties as required.

ESSENTIAL DUTIES:

The duties include, but are not limited to, the following:

• Types a variety of materials including reports, legal documents, public notices, agendas, and forms; composes letters from verbal and written instructions; acknowledges and answers routine correspondence.

• Receives and screens incoming calls; keeps appointment records; provides City information by phone and in person; provides effective and efficient customer service.

• Maintains accurate and detailed records and files for the department; receives, catalogs, and files various materials; verifies accuracy of information; researches discrepancies; and records information using the City’s records retention system.

• Provides support and assistance at the public counter and by telephone as an information source on City policies and procedures related to the Department and services.

• Serves as Secretary to the Parks and Recreation Commission:  prepares agendas; assembles background materials; takes meeting minutes; and attends related meetings as required.

• Prepares, posts, and distributes notices of public meetings and hearings, which includes frequent travel to designated posting sites.

• Administers the Department’s finances in accordance with City policies by coding and tracking all invoices pertaining to Department’s functions; assists with year-end estimates and budget preparation; processes contract instructor payments, facility reservation payments/refunds, and recreation activity transactions; conducts close-out and balancing of daily financial transactions; maintains and balances the petty cash fund and cash drawers for the Department.
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• Establishes and maintains effective working relationships with City staff and public; updates and maintains City website relevant to the Department’s functions; maintains and updates full- and part-time personnel files.
• Assists with special events and recreation programs as directed.
• Assists staff with the preparation of City Council agenda items, including compilation of background materials, copying reports and attachments, and attending related meetings as required.
• Operates modern office equipment including computer, fax, photocopier, and postage machine.  Orders office supplies, services, and equipment for Department.
• Administers the City’s “Senior Dial-A-Taxi” Program; maintains all correspondence and agreements; codes and tracks all invoices to ensure the City remains within budget and in compliance with Agreement; answers all inquiries regarding program; processes all applications; creates program badges; tracks member usage; maintains monthly reporting to OCTA; and attends OCTA’s SMP meetings as required.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge of:

• Proper English, spelling, grammar, punctuation use, and business letter writing.

• Modern office procedures, methods, and equipment use.

• Personal computer system, including word processing and spreadsheet programs.

Ability to:

• Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities. 

• Understand, learn, and use a variety of computer software programs such as the City’s imaging system, finance system, recreation activity and facility management system, agenda and minutes system, Council Chamber AV and recording system, etc.

• Communicate clearly and concisely, orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work. 

• Interpret and follow City-wide policies, laws, and rules.

• Prepare, with accuracy and expediency, final documents from rough drafts or dictation.

• Maintain accurate office records; work independently in the absence of supervision; analyze situations carefully and adopt effective courses of action; and understand and implement verbal and written instructions.
  Education and Experience:

  Equivalent to completion of the twelfth grade and three years of increasingly responsible clerical and secretarial experience; or any combination of experience and training that would likely provide the required knowledge and abilities.  Public agency experience is preferred.

  Licenses Required:

  Must possess and maintain a valid California Driver’s License and Proof of Insurance.

  Physical Demands and Working Conditions:

  Light Work:

  While performing the duties of this job, the employee is frequently required to communicate with others, use a telephone, and work on a personal computer.  The incumbent is frequently required to travel to specific locations and attend meetings; is occasionally required to use hands to handle, feel, or operate objects and equipment, tools, or controls; and reach with hands and arms. The incumbent may handle or feel objects, tools, or controls; and read, lift, or move files and other documentation up to 25 Pounds.

  Working Conditions:

  This position requires close vision and working on a computer screen; and the ability to focus on small objects.  The noise level in the work environment is moderately noisy. 

  Tools and Equipment:

  Personal computer including spreadsheet and word processing software programs; telephone; 10-key calculator; fax and copy machine; and other modern office equipment is necessary. 

Application forms may be obtained from the City of Laguna Hills website at www.lagunahillsca.gov, or by calling (949) 707-2600.  Applications must be filled out completely and must show that the minimum qualifications are met.  Resumes will not, nor will references to a resume, be accepted in lieu of a completed City application.  Completed applications must be received by the City no later than 5:00 p.m. on the filing deadline.  Based upon information presented on the applications, those applicants possessing the most suitable qualifications will be requested to continue in the recruitment process.  All applicants will be notified by mail of the results of the selection process.