Description

Examples of Duties

• Plan, organize, and carry out administrative assignments
• Research, compile, and organize information and data from various sources on a variety of specialized topics related to programs and projects in assigned area
• Participate and assist in the administration of the assigned office
• Organize and manage all office activities associated with the office;
• Exercises an advanced level of technical expertise and/or job knowledge related to the clerical function;
• Provide leadership and guidance to lower level staff;
• Recommend organizational or procedural changes affecting support activities;
• Tracks various items specific to assigned department;
• Serve as initial contact/resource person for the assigned office
• Respond to complaints and requests for information and assistance
• Interpret and explain regulations, procedures, policies, systems, rules and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others;
• Research and gather information to provide accurate answers and information
• Refer more technical questions or issues to appropriate City staff; ensure follow up to unanswered inquiries
• Type, format, proofread and produce final copy of a variety of reports, letters, memoranda, spreadsheets and statistical charts
• Independently compose letters, memoranda or basic reports from general instructions or information related to assigned responsibilities; arrange for or distribute copies of material
• Provide technical assistance to citizens regarding departmental policies, procedures, services and operations
• Review forms and reports for completeness and conformance with established regulations and procedures
• Apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records and files
• Initiate and maintain a variety of files and records for information related to the assigned office, including official resolutions and ordinances
• Maintain budget, purchasing, personnel, payroll and other records to assist in the management or administration of departmental programs
• Assists with coordinating grant applications and administration of grants
• Prepares various documents including requests for bids or proposals and administers agreements
• Ensure proper filing of documents in departmental or central files
• Maintain and updates resource materials
• Assist in a variety of department operations
• Perform special projects and assignments as requested
• Maintain calendars of department activities, meetings, and various events; schedule City staff meetings or meetings between City staff and other groups or organizations; arrange for necessary materials to be available at meetings
• Coordinate travel arrangements for department staff as necessary
• Serve as support to various committees, commissions and task forces; prepares, copies and distribute meeting agendas and related materials, minutes, resolutions or other formal documents
• Operate a variety of modern office equipment, including copiers, computers, and printers to enter and retrieve data and produce various documents and reports;
• Works with information technology to address technical issues within assigned department;
• Participate in the development, administration and monitoring of the department's budget
• Receive payments or fees; issue receipts; and maintain records of transaction; and
• Perform other related duties as assigned.

Qualifications

Education:

• Equivalent to completion of high school diploma;
• Some college level coursework in business administration, public administration, or a related field.

• Three years of responsible administrative experience supporting a division or department.

Licenses and Certifications:

• Possession and maintenance of a valid California driver's license.

Special Requirements:
Essential functions require the following physical abilities and work environment:

• Ability to work in a standard office environment; ability to travel to different sites and locations;
• Regularly required to talk or hear. Required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• Occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Supplemental Information

Candidates must clearly demonstrate through their application material that they meet the minimum qualifications of the position. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position.

The employment application must be completed and submitted online. Applicants must list current and past work experience. Do not indicate “See Resume”.

Proof of education such as but not limited to, university/college transcripts and degrees must be submitted online with your application. Applicants are responsible for attaching proof of education, certification, and/or license to each position for which they apply.

The following documents are required for this position:

1. Transcripts verifying college-level coursework in business administration, public administration, or a related field.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted by the application deadline.

Failure to provide all required documents will result in elimination from the selection process.

Please note, the City of Redlands’ preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders.

The successful candidate will be required to undergo a reference/background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which may include a drug/alcohol screening depending upon job classification). The City of Redlands utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

For questions regarding this recruitment, please contact Julie Maher at jmaher@cityofredlands.org

Benefits associated with this position include:

• Medical Insurance – City pays up to $900 p/mo for employees and eligible dependents;
• Dental Insurance – City pays monthly premium for employees and eligible dependents; 2 plans
• Vision Reimbursement – up to $225 per year
• State Disability Insurance
• Life Insurance - $25,000
• Accidental Death & Dismemberment - $25,000
• The City participates in Social Security
• Vacation Leave – 80 hours accrued in first year
• Sick Leave – 96 hours annually
• 15 Paid Holidays
• Longevity Pay
• Credit Union
• Employee Assistance Program
• Tuition Reimbursement Program - $2000 per fiscal year

• Public Employees Retirement System (PERS) – 2% @ 55 for employees who are considered a "classic" member of Cal PERS or a current member of another California public retirement system who is hired on or after January 1, 2013.
• Public Employees Retirement System (PERS) – 2% @ 62 for an employee who becomes a "new" member of Cal PERS for the first time on or after January 1, 2013 and who was not a member of another California public retirement system prior to that date; employee contributes half of the contribution rate.