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City of Montebello-ADMINISTRATIVE SECRETARY

4/6/2020 4:12:39 PM 78

Job

APPLICATION FILING PERIOD

This recruitment is open until filled.  It is in the applicants' best interest to submit their application material as early as possible.

The hiring manager reserves the right to make a hiring decision at any time during the recruitment process.  This job posting may be closed at any time without notice.

1st review of applications is scheduled for Monday, April 20, 2020.

ADDITIONAL APPLICATION MATERIALS REQUIRED

COVER LETTER REQUIREMENTS:

Please compose a cover letter with proper use of the English language that clearly addresses the questions below. If you do not clearly respond to each of the questions, you WILL NOT be offered an interview. Qualified applicants whose background most closely matches the requirements of the position will be invited to interview. Please save and attach as Cover Letter ADMIN SECRETARY. (UPLOAD TO YOUR NEOGOV APPLICATION):

  1. Describe your experience providing administrative support to a high-level executive. What position did you support? What differentiates the type of administrative support required by an executive from administrative support required by other types of managers?
  2. Describe your knowledge, skills, abilities and experience as it relates to the requested skills in the job announcement.
  3. What attributes do you offer an employer that you believe would make you the best person for an executive administrative support position?NOTE: Your cover letter will be reviewed for proper grammar, spelling, and punctuation.
  4. TESTING
    Testing may include a written examination and oral examination.  Subject to change.

    There are currently three vacancies for this position.
     
    JOB SUMMARY
    Under general direction to perform a variety of difficult confidential, secretarial, office, and administrative support work for a City Department Director or the City Manager; to coordinate the office support work for an assigned Department; to provide information to the public and other City employees on the functions, policies, and administrative procedures of the Department; and to perform related work as required.  This is a specialized class for positions which provide general office support coordination for an assigned City Department, as well as performing a variety of difficult secretarial and administrative support assignments for a Department Head or the City Manager.  
    Examples of Duties / Knowledge & Skills

    Performs difficult confidential, secretarial, office, and administrative support assignments for a Department Head or the City Manager; establishes and maintains filing systems; coordinates processing of employee evaluations and personnel action forms; provides work coordination for Department office support functions; organizes information and assists with the preparation and distribution of reports; may take minutes and maintain records of Department staff meetings and public meetings of elected and appointed officials; answers the telephone and receives office visitors providing a variety of information about the policies and services of the assigned Department; responds to citizen complaints or refers persons to other appropriate City personnel; maintains appointment calendars and makes travel arrangements for Department staff; assists with the preparation and monitoring of the Department budget; coordinates submission of Department time cards, office equipment and supply requests to City accounting; reviews and prioritizes Department mail and refers some items to other departments; assists with studies, projects, surveys, and special events planning; may perform some Deputy City Clerk functions; may assist with investment and City Treasurer functions; may perform some notarial acts; operates office equipment, including standard office software programs.
    Minimum qualifications & Requirements

    Training and Experience:  Any combination of training and experience which would provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
     
    Education: Graduation from high school or G.E.D. is desirable, including or supplemented by course work in office skills and secretarial and business practices.
     
    Work Background: Four years of broad and extensive office assistance, secretarial, and administrative support work experience, preferably including some experience working with a local government agency.
    Supplemental information

    Knowledge of: Department policies, rules, and regulations where assigned; Modern office methods, procedures, and equipment; Account and statistical recordkeeping; Basic mathematics; Correct English usage, spelling, grammar, and punctuation; AND, Word processing and other computer programs.
                                                                                
    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; Interpret and apply Department rules, laws, and policies while carrying out a variety of administrative support and difficult office assistance; Provide coordination for Department office support functions; Organize and maintain complex filing and recordkeeping systems; Prepare and maintain a variety of records and reports; Perform financial and statistical recordkeeping; Type at a speed necessary for successful job performance; Ability to use a standard PC with word processing and spreadsheet capabilities and related office equipment to accomplish required tasks; Compose correspondence both independently and from rough draft; Effectively represent the Department with concerned individuals, organizations, and other public agencies; Establish and maintain cooperative working relationships; AND,Communicate effectively orally and in writing.
    Agency
    City of Montebello
    Phone
    323-887-1377
    Website
    http://www.cityofmontebello.com
    Address
    1600 W. Beverly Blvd.

    Montebello, California, 90640



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