Administrative Assistant III (Administrative Secretary)

City of Hayward - Hayward, CA (30+ days ago)4.5


Description
DEADLINE TO APPLY: First review - May 1, 2018; first round applicants need not re-apply; Open Until Filled

The City of Hayward is excited to announce its recruitment for the position of Administrative Assistant III (Administrative Secretary). This is the advanced journey level class that differs from Senior Secretary, as work performed may involve greater discretion and independence, and entail greater supervisory responsibility. Under direction from assigned management personnel, incumbents perform a wide variety of complex clerical, secretarial and administrative support duties. Incumbents may also assign and review the work of assigned clerical personnel.

DEFINITION
To perform a variety of highly responsible and complex clerical, secretarial and administrative duties for a department; and to assign and review the work of assigned clerical personnel.

SUPERVISION RECEIVED AND EXERCISED
Receives direction from assigned management personnel.
May exercise technical and functional supervision over assigned clerical personnel.

Essential Duties

Duties may include, but are not limited to, the following:
Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for management personnel.

Perform routine administrative projects for management personnel; research and compile background data; maintain records and files regarding department administrative activities.

Screen calls, visitors and mail; respond to moderately complex requests for information.

Interpret and explain city and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.

Independently respond to letters and general correspondence not requiring the attention of management personnel.

Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.

Perform accounting functions related to ordering supplies, equipment and services.

May maintain time card records; may maintain personnel files and records for management personnel.

Order and purchase supplies for the department.

Perform clerical duties related to department activities such as typing and filing.

Participate and assist in the administration of a department budget; prepare budget reports, compile annual budget requests, and recommend expenditure requests for designated accounts.

Research, compile, and analyze data for special projects and various reports.

Initiate and maintain a variety of files and records.

Assist in the support of a board or commission including preparing the agenda, assembling background materials, and typing minutes of meetings as assigned.

Plan, assign and review the work of assigned clerical personnel.

Recommend organization or procedural changes affecting clerical activities.

Perform related duties as assigned.

Minimum Qualifications

Knowledge of:
English usage, spelling, grammar, and punctuation.
Modern office methods, procedures, and computer equipment.
Business letter writing.
Pertinent city government organization, functions, policies, rules and regulations.
Principles and practices of assigning and reviewing the work of others including conducting performance evaluations.

Ability to:
Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
Communicate clearly and concisely, both orally and in writing.
Compose general correspondence and letters.
Interpret and apply administrative and departmental policies, laws, and rules.
Operate and use modern office equipment including word processing equipment as assigned.
Analyze situations carefully and adopt effective courses of action.
Plan, organize and schedule priorities in the office.
Compile and maintain complex and extensive records and prepare reports.
Establish and maintain effective working relationships with those contacted in the course of work.
Train and evaluate assigned clerical personnel.
Type accurately at a speed of 50 words per minute.

Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Three (3) years of increasingly responsible secretarial and clerical experience involving frequent public contact.

Training: Equivalent to the completion of the twelfth (12th) grade.

OTHER REQUIREMENTS
Typing Certificate
A typing certificate with 50 net words per minute must accompany your application.
1. Certificates will be accepted from a public school, business school or temporary agency; certificates from Internet testing services and/or home computer CD testing will NOT be accepted.
2. Typing certificate (or signed statement on official letterhead from the testing agency) must be dated no earlier than six (6) months prior to the date of the application filing.
3. Typing certificate (or signed letter) must state all of the following information:
  • Five (5)-minute timed typing test.
  • Gross typing speed in words per minute.
  • Gross number of errors.
  • Net words per minute.
Supplemental Information
SELECTION PROCEDURE

Candidates must submit a completed City of Hayward job application and responses to the Supplemental Questionnaire, which fully describe the nature of their professional experience and qualifications. A typing certificate with 50 net words per minute must accompany your application. Be sure to scan and attach a copy of your typing certificate (must be dated no earlier than six (6) months prior to the date of the application filing) to your on-line application; however certificates may also be emailed to employment@hayward-ca.gov.

Applications submitted without all required materials will not be considered.

Based on the information provided, those best qualified may be invited to the next phase of the process, which may include an oral, practical, and/or written examination.

The examination process will result in a ranked eligible register of candidates for hiring consideration by the department. Actual hire depends on success in the departmental selection process.

Candidates under final consideration for employment with the City should expect to undergo an employment background/reference check that may include, but is not limited to: employment history, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting.

Applicants will be notified electronically via Government Jobs as to their status in the selection process. It is the responsibility of the applicant to ensure they can receive email notice from Neogov/Government Jobs and the City of Hayward.

APPLICATIONS

Candidates are encouraged to apply online at www.hayward-ca.gov under the Current Vacancies tab or at www.GovernmentJobs.com. Paper applications can be obtained by visiting the Human Resources Department at Hayward City Hall located at 777 B Street, Hayward, CA 94541. Office hours are Monday through Friday, 8 a.m. to 5 p.m.

Apply prior to the closing time of the job announcement and allow at least one (1) hour to submit your application if you are a new user to the system. Our on-line application system is provided by Government Jobs. If you have problems while applying online, please contact the Government Jobs Help Desk at (877) 204-4442.

The City of Hayward is an Equal Opportunity Employer