Administrative Assistant I (Secretary)

City of Hayward - Hayward, CA4.5

Full-time
Description
The City of Hayward currently have opportunities available for an Administrative Assistant I (Secretary) in the following departments:

Hayward Police Department
Public Works - Engineering and Transportation
Utilities and Environmental Services
DEFINITION
To perform a wide variety of responsible secretarial and clerical duties for an assigned division.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from management personnel, and may receive technical and functional supervision from a higher level secretarial position.
Essential Duties

Duties may include, but are not limited the following:
Respond to public inquiries, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the city.

Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.

Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the division telephone and in person.

Type letters, reports, memoranda and other documents relating to the division which may include contracts, proposals, technical documents, statistical and/or special forms, budgets, and charts.

Compose routine correspondence and memoranda; proofread for accuracy, correct form, content and proper English usage.

Collect information from a variety of documents pertinent to assigned division; compile data for reports; prepare routine reports as required.

Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.

May take and prepare meeting minutes as necessary.

Perform related duties as assigned.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Knowledge of:
English usage, spelling, grammar and punctuation.
Modern office methods, practices, procedures and computer equipment.
Business letter writing.
Basic record keeping principles and procedures.

Ability to:
Perform assigned secretarial duties with speed and accuracy.
Understand and explain division policies and procedures.
Communicate clearly and concisely, both orally and in writing.
Type accurately at a speed of 50 words per minute.
Compile information and maintain records.
Establish and maintain effective working relationships with those contacted in the course of work.
Minimum Qualifications
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:
Two years of responsible secretarial and clerical experience.

Training:
Equivalent to the completion of the twelfth grade.

OTHER REQUIREMENTS
Typing Certificate: A typing certificate with 50 net words per minute must accompany your application.

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.
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.
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.
Must be dated no earlier than six (6) months prior to the date of the application filing.
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 to your on-line application; however certificates may also be emailed to employment@hayward-ca.gov, no later than 5pm on Monday, January 21, 2019

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