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Summary
ONLY THE FIRST 150 APPLICATIONS RECEIVED WILL BE ACCEPTED FOR THIS POSITION.
Failure to attach a valid typing certificate, issued within the last 6 months, certifying your ability to type 40 net wpm in a five (5) minute test, to this application will result in automatic disqualification. Due to COVID-19, internet typing certificates will be accepted. Online verifiable typing certificates will be accepted from one of the following websites: Ratatype.com; Typing.com; or Freetypinggame.net. Please note that we reserve the right to ask for an additional test to be completed in person, as part of the testing process.
If you want to join a hard-working team that shares a commitment to keep the City of Escondido safe, clean and efficiently run, consider a career with the City of Escondido. We have an opening for the position of Administrative Assistant in our Fire Department. For a complete listing of job duties and qualifications, please refer to the corresponding job description, which can be obtained from the Human Resources Department or downloaded from the City’s website.
Under general supervision, independently performs a full range secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of assigned programs, division, or department with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; may serve as secretary to councils, commissions and/or boards; and may act as office receptionist. The Administrative Assistant class is distinguished from the Department Assistant class in that the latter routinely performs duties and assignments that require confidentiality and discretion related to employee and labor relations.
Key Responsibilities
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Plans and organizes work activities; recommends improvements in work flow, procedures and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required; organizes and maintains filing systems; maintains records related to specific area of assignment.
Performs a wide variety of complex and responsible duties for assigned staff; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records; may receive payments and collect fees.
Participates in developing and monitoring the assigned budget; compiles annual budget requests; monitors approved budget accounts.
Participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
Verifies and reviews materials, applications, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports; provides information and forms to the public; collects and processes appropriate information.
Serves as liaison between assigned office and other City staff, the general public, and outside agencies; provides information and assistance as appropriate; explains programs, policies, and activities.
Screens office calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; may sort and distribute mail.
Maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public and outside agencies; coordinates and processes staff travel arrangements.
As assigned, arranges and coordinates meetings for boards, commissions, and outside agencies; prepares agendas and correspondence; attends meetings and takes, transcribes, and assures proper distribution of minutes.
Types, word processes, and proofreads a wide variety of reports, letters, memoranda, and correspondence; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence related to assigned area of responsibility.
Utilizes various computer applications and software packages; develops, enters data, maintains, and generates reports from a database or network system; creates and administers mailing lists; designs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.
Collects information for, designs, and produces newsletters, brochures, and other specialized documents using desktop publishing software and other computer applications.
Ensures that all required supplies are available as needed and that the facility and equipment are in proper working order.
Attends and participates in staff meetings as required; may attend public meetings or hearings and be required to take and maintain minutes for such meetings.
Performs related duties as required.
QUALIFICATIONS
Knowledge of:
Modern office procedures, methods, and equipment including computers.
Computer applications such as word processing, spreadsheets, and statistical databases.
Principles and practices of fiscal, statistical and administrative research and report preparation.
Principles and procedures of record keeping.
Principles of business letter writing and basic report preparation.
Methods and techniques of public relations.
Mathematical principles.
Basic principles and practices of budget preparation and administration.
English usage, spelling, grammar and punctuation.
Ability to:
Perform a full range of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
Effectively represent the City to outside individuals and agencies.
Research, compile, analyze, and interpret data.
Participate in the preparation of a variety of administrative and financial reports.
Prepare correspondence and memoranda.
Implement and maintain standard filing systems.
Type at a speed necessary for successful job performance.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Operate and use modern office equipment including a computer and various software packages.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment in maintaining critical and sensitive information, records, and reports.
Demonstrate an awareness and appreciation of the cultural diversity of the community.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Minimum Requirements
Education/Training:
Equivalent to the completion of the twelfth grade. Additional specialized course work in secretarial science, office practices, or a related field is desirable.
Experience:
Two years (full-time equivalent) of increasingly responsible clerical experience.
Supplemental Information
NOTE: For a complete listing of job duties and qualifications, please refer to the corresponding job description, which can be obtained from the Human Resources Department or downloaded from the City’s web site. The City of Escondido is committed to a drug and alcohol free workplace. All applicants will be subject to fingerprint investigation before a conditional offer of employment is extended. A pre-employment medical examination will be conducted following a conditional offer of employment for all positions. Safety sensitive positions will include a pre-employment drug screen. Positions subject to the Department of Transportation (DOT) regulations will be subject to DOT pre-employment drug testing and random drug and alcohol testing.
SELECTION PROCEDURE
Applications will be screened and the most qualified candidates will be invited to appear for testing. All positions require the ability to read, write and speak English. Types of tests may include written and/or oral examination, physical agility, practical exam or other appropriate job-related selection process. When testing is completed, candidates will be ranked on an eligibility list in the order of their test score. Selection for appointments is made from names certified on the eligibility list.
All appointments are subject to the successful completion of background investigation including LIVESCAN fingerprinting, and will be required to submit verification of the legal right to work in the United States. Qualification by a medical examination will be required at the time of appointment. After appointment, classified employees must satisfactorily complete a probationary period to be eligible for regular status. In accordance with the Immigration Reform and Control Act of 1986, all new employees must produce proof of eligibility to work in the United States within the first three days of their employment. The City of Escondido participates in E-Verify®.
The Loyalty Oath will be administered to all new employees on their first day of hire. New employees hired into positions that require a driver’s license must provide proof of a valid California Driver’s License of the appropriate class level on their first day of employment.
Additional information regarding the essential functions and physical, environmental and communication demands of the position may be obtained from the Human Resources Department. If you require reasonable accommodation in the testing process, such as an alternate means of testing, you must contact the Human Resources Department by the final filing date to complete a Request for Reasonable Accommodation form. The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.
Note: Pursuant to California Civil Code section 1786.53, the City of Escondido shall provide to all job candidates a copy of any records of arrest, indictment, conviction, civil judicial action, tax lien or outstanding judgment which was obtained in the course of conducting an evaluation for employment, assignment, and/or promotion. A copy of this information, if received by the City, will be given to candidates within seven days of the City’s receipt.
VETERANS’ PREFERENCE
Eligible individuals are those who meet the following criteria:
Served in the U.S. armed forces
Received an honorable discharge
Did not retire from military service
Seeking employment with the City of Escondido for the first time.
Guard and Reserve active duty for training purposes does not qualify for veterans’ preference. Proof of eligibility (copy of DD-214) must be submitted at time of application, or later if the promulgation of the eligibility list will not be delayed. Veterans’ preference credit will only be applied to eligible applicants who attained a passing grade (total score exclusive of credit) on the final open examination.
ABOUT OUR CITY
The City of Escondido is a prominent agricultural, commercial hub and residential center of North San Diego County. Located a short 30-minute drive from the beach, the mountains or downtown San Diego, Escondido residents enjoy the pleasure of a rural lifestyle with all the benefits of suburban living. Escondido is a diverse, vibrant community with many amenities. The city offers attractive homes in a wide range of prices, two lakes, several parks, a sports center, golf courses, restaurants, wineries, shopping centers, a variety of art galleries, entertainment venues, and a state of the art hospital. Established in 1888, the city’s rich past brings charm and stability to the community; yet integrated with Escondido’s treasured heritage is a progressive future, bright and brimming with promise.
EOE The City of Escondido does not discriminate on the basis of race, color, religion, disability, sex, age, national origin, or sexual orientation. We will attempt to reasonably accommodate applicants with disabilities upon request.
