Administrative Specialist - Job Share
City of Fountain Valley, CA - Fountain Valley, CA

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This is a continuous recruitment that may close at any time. Prompt application is encouraged.

This is a part-time, job-share position that receives benefits on a prorated basis. The position is not scheduled to become full-time in the future. The incumbent will work 20 hours a week Monday-Thursday in the morning.

CLASS DEFINITION: Perform paraprofessional level administrative and routine analytical duties in support of a Department or Division; conduct research, analysis and report writing; maintain Department or Division records; prepare and process a variety of documents and records; assist the public by providing information, resolving issues and concerns; and other duties as assigned.

DISTINGUISHING CHARACTERISTICS:
This classification is distinguished by the highly responsible paraprofessional administrative duties and analytical work requires the exercise of independent judgment, initiative and discretion based on knowledge of administrative policies, procedures and the municipal organization in performing daily activities. The incumbent must demonstrate a high level of professionalism and tact in representing the City and performing a number of confidential, sensitive and responsible duties. Accuracy and attention to detail are essential.

SUPERVISION RECEIVED :
The incumbent works under the general supervision of a Department Director, Division Manager or Supervisor based upon assignment.

Essential Duties:
Research, compile and analyze data for special projects as requested; prepare summary reports and presentations. Conduct research, analyze data, and prepare written and/or oral conclusions and recommendations on assigned projects, including preparation and presentation of Council Action Reports; assist in the preparation of grants; and observe operations and prepare forms, procedures, manuals, and regulations aimed toward more effective methods of operation. Establish and maintain central and confidential files, both paper and electronic files; scan permanent records using Laserfiche software and file them appropriately; research files and records for information; apply retention schedules to program files; and maintain the Department or Division's web page. Prepare, process, post and track a variety of documents published or received by the Department or Division including Council Action Requests, ensuring all supporting documentation is included with each item, timelines are met and records maintained. Respond to inquiries, resolve complaints, and provide information regarding City programs, policies and procedures; refer callers and visitors to appropriate staff for specific projects and concerns. Operate a personal computer to produce a variety of correspondence, memoranda, reports and other materials. Proficient in the use of a variety of computer software including Outlook, Word, Excel and Laserfiche. Communicate effectively with elected public officials, private sector executives, public agency executives and others who have business with Administration. Using good judgment and a thorough knowledge of functions and procedures, compose a variety of letters and other correspondence on a myriad of subjects for the Department Director, Division Manager or Supervisor.

OTHER JOB-RELATED DUTIES:
Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention.
P erform other duties as assigned.

Qualifications Guidelines:
EDUCATION: Graduation with a Bachelor's Degree from an accredited college or university with major coursework in Public Administration, Business or a related field is required.

EXPERIENCE:
One or more years of experience performing professional administrative experience required. Previous experience in a municipal setting is highly desirable.

REQUISITE KNOWLEDGE AND SKILL LEVELS:
Principles and methods of public administration and public relations.
Principles and practices of administrative research and statistical analysis.
Records management principles and practices. Business English, grammar, punctuation, spelling, arithmetic, vocabulary, composition and proper formats. Comprehensively deal with inquiries or situations requiring concise, tactful explanations. REQUISITE ABILITIES: Make independent decisions on complex or difficult administrative matters in accordance with established rules and procedures. Learn, interpret and apply administrative and departmental policies, laws and regulations and apply them in a variety of situations. Analyze data and prepare clear, concise, grammatically correct memos and correspondence. Establish and maintain effective working relationships with fellow employees, public officials, commissioners and the general public; deal effectively and courteously with the public. Communicate effectively both orally and in writing. Adhere to multiple deadlines, handle multiple projects and establish priorities. Work with and maintain the confidentiality of information received and processed. LICENSE:

A valid California Class "C" Driver's License is desirable. SPECIAL REQUIREMENT:
The incumbent may occasionally be required to prepare for and attend meetings after normal work hours as required.

PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:
Work is primarily performed in an office environment requiring prolonged sitting or standing; walking, kneeling, crouching, squatting, stooping, bending, leaning and twisting; operate a computer terminal, typewriter and calculator; exposure to computer glare, vibrations and pitch; ability to lift, carry and move objects totaling approximately 15 pounds in weight and have mobility, vision, hearing and dexterity levels appropriate to the duties to be performed.

NOTE: The above statements are intended to describe the general nature and level of work performed by persons assigned to this job. They are not intended to be a comprehensive list of all duties, responsibilities and skills required.

FAIR LABOR STANDARDS ACT DESIGNATION:
Non-Exempt.

Selection Process:
The selection process may include but is not limited to: application review and evaluation, written examination, physical ability test, practical skills test and oral interview. All employment offers made by the City are contingent upon establishing proof of a prospective candidate’s legal authorization to work in the United States and successfully completing all components of the pre-employment process which may include but is not limited to: reference check, background investigation, credit check, California Department of Justice (DOJ) and Federal Bureau of Investigations (FBI) criminal history check (Live Scan fingerprinting), polygraph, post-offer psychological, post-offer drug test and post-offer medical examination. The specific selection process will vary based upon the position. Candidates must fill out the application and supplemental questions completely. Incomplete applications including references to see the resume for qualifications are incomplete and will be disqualified. Candidates are encouraged to provide accurate answers as the City will verify the qualifications for each candidate. The City of Fountain Valley is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Candidates with a disability who may need accommodation during the selection process must notify the Personnel Department at least 72 hours in advance of the test date. Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.

City of Fountain Valley, CA - 19 months ago - save job - block
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