• Supplemental Questionnaire
• Written Exam
• Oral Interview

All applicants will be notified of their status approximately 2-3 weeks after the close of the recruitment. Please note that the eligibility list established from this recruitment may be used for other departments and/or to fill a position of a lower classification.

Conviction History
As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. Having a conviction history does not automatically preclude you from a job with the City. If you are selected as a finalist, you will be contacted to schedule a fingerprinting appointment.
 
Conclusion
Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Note: Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Beverly Hills.

Disaster Service Workers
All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.    

An Administrative Assistant performs a high level administrative support for City Manager, department heads, and senior managers – including support for commissions, committees and the City Council. Some of the core duties include, but are not limited to:

General – All Positions:

• Receive, screen and respond to incoming calls and correspondence; obtain relevant information needed to provide exceptional customer service.
• Assist the public to understand and locate appropriate information sources and materials of interest and access and fill-out appropriate forms and service requests.
• Act as liaison to other City departments, community organizations and other public agencies.
• Prepare correspondence, forms, reports and statistical charts using word processing software that is similar to the Microsoft Office suite of software such as Microsoft Word, Excel, Access and Power Point.
• Proofread materials for clerical accuracy, spelling, syntax, grammar and clarity.
• Prepare purchase orders; monitor procurement transactions for budget compliance; maintain/reconcile petty cash accounts; and process accounts payable/invoice actions.
• Receive, open, date stamp, screen and distribute incoming mail and processes outgoing mail.
• File and maintain a variety of records and forms.
• Make travel arrangements.
• Operate a variety of routine office equipment in the performance of assigned tasks.
• Order and issue office supplies and services.
• Perform directly related duties as deemed necessary and/or assigned.

• Provide general administrative support for a department head, senior manager, and City commission or committee (e.g. Planning, Architectural, Design Review, Solicitations, Transportation, Parks & Recreation).
• Arrange, schedule and support logistical requirements for inter and intra-department meetings; prepare agendas and topical materials.
• Prepare and distribute agendas, materials and packets for commission and committee meetings.
• Prepare public notices for official meetings in compliance with the Brown Act and City administrative policies, procedures and regulations.
• Serve as the official secretary/recorder during commission/committee meetings; prepare and submit action minutes for approval.
• Process official public information requests in accordance with State law and City administrative regulations and policies.
• Process, store and retrieve official City records in accordance with State law and City administrative regulations and records management policies.
• Prepare and distribute meeting notes and follow-up action requests; monitor follow-up action requests.
• Maintain weekly and daily calendars.
• Serve in any of a variety of department representative roles (e.g. training liaison/coordinator, webmaster).
• Process timecards and personnel action reports and requests.

• Provide general administrative support for the Mayor, City Council, City Manager, Assistant/Deputy City Managers and policy staff.
• Greet and assist guests of the Mayor and City Council.
• Check and distribute City Council member web mail.
• Enter service/information requests using computer tracking software; follow-up/monitor progress of the requests.
• Arrange, schedule and support logistical requirements for business meetings involving the Mayor and City Council members, the City Manager, Assistant City Manager, Deputy Managers and policy administrators.
• Maintain weekly and daily calendars for the Mayor and City Council members.
• Prepare agendas and topical materials for business meetings; prepare accurate notes for follow-up to business meetings; prepare and distribute follow-up action requests in accordance with office procedures; distribute approved action requests to appropriate departments; monitor action progress.
• Assist the Mayor and City Council members with constituent requests and recognition.
• Monitor significant projects and events reporting progress to supervisors.
• Prepare and distribute agendas and materials for City Council packets.

• Prepare and distribute City Council agenda packets.
• Maintain and regularly update City Clerk's "E-Tickler" system regarding City Council approved actions and requests.
• Process, monitor and maintain vendor and licensee insurance certificates working with the City's Office of Risk Management.
• Receive and log in claims, appeals, subpoenas, summons and judgments.
• Process and maintain public official Conflict of Interest (Form 700) Statements.
• Process official public information requests in accordance with State law and City administrative regulations and policies.
• Prepare documents for records management and control processing.
• Monitor commission/committee appointment terms.
• Prepare public notices for official meetings in compliance with the Brown Act and City administrative policies, procedures and regulations.
• Process requests for City Council ceremonial actions.
• Set-up facilities and other logistics for City Council meetings.
• Prepare and distribute updates to City Code and administrative regulations.
• Assist in the conduct of municipal elections.
• Act as recording secretary during City Council meetings.

• Two (2) years of college level course work with emphasis on business principles and practices; and
• Three (3) years clerical/secretarial experience comparable to an Office Assistant III.

Knowledge of:

• Business office organization principles, practices and methods.
• Records management principles, practices and methods
• Customer service principles, practices and methods.

• Organizing equipment, systems and business office services to achieve internal and external customer service goals and objectives.
• Communicating effectively with all departments, work units and community group/organizations.
• Planning and organizing information in a manner that facilitates public review and discourse.
• Working effectively with volunteers, committees and commissions.
• Leading and training experienced administrative support/clerical personnel.
• Learning and applying complex business office financial, human resource, procurement customer contact records.