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City of Sierra Madre- Administrative Aide

12/28/2020 10:55:44 PM 302

Salary$3,251.73 - $4,028.27 Monthly $39,020.80 - $48,339.20 Annually

$39,020.80 - $48,339.20 Annually

Location 232 West Sierra Madre Blvd, Sierra Madre, CA

Sierra Madre, CA

Job Type

Full Time

Department

Administrative Services

Job Number

201600126

Closing date and time

1/7/2021 at 2:00 PM Pacific Time (US & Canada); Tijuana



Description

CLOSING DATE: SCHEDULED FOR THURSDAY, JANUARY 7, 2020, AT 2:00PM, or upon receipt of 100 qualified applications, whichever comes first.

INTERVIEWS: SCHEDULED FOR THURSDAY, JANUARY 14, 2021.


Under direct supervision, performs customer service work at the City Hall public counter and over the telephone.  Assists in city-wide communications via various social media platforms, print ads, press releases, etc.  Prepares reports and correspondence, prepares City Council and/or commission agendas and meeting packets, maintains correspondence files; maintains the records management system, and provides customer services to a variety of customers. Additional duties may include the issuance, processing and collection of licenses, fees, utility billing and related permits.

CLASSIFICATION CHARACTERISTICS
The fundamental reason this classification exists is to perform a variety of support duties for citywide communications, prepares reports and correspondence, prepares City Council and selected City Commission or Committee agendas, maintain the general contract and correspondence files; maintains records management systems, provides customer services to a variety of customers, works on special projects as assigned

Examples of Duties


  • Performs administrative assignments including typing, data entry, filing, and answering telephones; 
  • Collects applications, permit fees and issues department permits; 
  • Acts as cashier; receives payments for city departments; prepares, balances and closes out cash drawers; inputs cash receipts into computer; copies and files receipts; deposits cash. 
  • Assists in the preparation and distribution of commission, committee, and City Council meeting agendas and agenda packets; 
  • Prepares city communications on various social media platforms, Nixle, press releases; 
  • Prepares and reviews purchase orders, invoices and submits them for approval and payment; 
  • Aids in the monitoring and control of the budget; 
  • Researches requests and complaints and responds in person, by telephone, and in writing in accordance with established divisional or departmental policies and regulations; 
  • Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service; 
  • Continually promote, in actions, words and writing, the highest customer service standards; 
  • Assist in event planning for Mayor and City Council events
  • Other duties as assigned.

Typical Qualifications

Knowledge of:

  • Principles and practices of public administration. 
  • Administrative research methods, techniques, and methods of report presentation. 
  • Principles and practices of office management and equipment. 
  • Department goals, objectives, policies, and procedures. 
  • Adobe Creative Suite experience a plus
  • Video editing experience a plus
  • Photoshop or photo editing experience a plus
Ability to:
  • Handle sensitive and delicate public relations situations with a high degree of firmness and cordiality. 
  • Respond to the public under stressful circumstances in a fair, calm and understanding way to obtain positive results. 
  • Successfully communicate orally and in writing in the English language with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, and using a telephone. 
  • Comprehend and make inferences from written material in the English language. 
  • Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly, while still meeting deadlines). 
  • Work safely without presenting a direct threat to self or others. 
  • Work cooperatively with other City employees and the public. 
Education/Training/Experience:
An Associates or Bachelor's degree in communications, business, public, or a related field is desirable but not required; at least 1 year general, technical experience preferably in local, municipal government; general office experience involving public contact, typing, filing answering telephones and computer use. Other combinations of education and experience that meet minimum qualifications may be submitted.
 
 
Licenses; Certificates; Special Requirements:
Must possess a current American Red Cross certificate in First Aid/CPR/AED for Schools and the Community or obtain within three months of employment as well as a valid Class C California driver's license and the ability to maintain insurability under the City's Vehicle Usage Policy.

Agency
City of Sierra Madre
Phone
626-355-7135 x 331
Website
http://www.cityofsierramadre.com
Address
232 West Sierra Madre Blvd

Sierra Madre, California, 91024
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