ADMINISTRATIVE ASSISTANT
Visalia, CA Visalia, CA Full-time Full-time $51,758 - $65,068 a year $51,758 - $65,068 a year 1 day ago 1 day ago 1 day ago Class Title ADMINISTRATIVE ASSISTANT Class Code 31025 Salary $51,758.
28 - $65,068.
44 Annually Description JOB TITLE:
Administrative Assistant BASIC FUNCTION:
Under general supervision, performs a variety of responsible and complex clerical, secretarial and administrative duties for a Department or large division.
Performs related responsibilities as required.
DISTINGUISHING CHARACTERISTICS:
Positions in this class perform confidential and complex secretarial administrative and clerical duties for individuals serving in management positions.
Work involves a high degree of independent judgment, tact and discretion requiring a thorough knowledge of Department procedures and policies.
Also requires the ability to choose among a limited number of alternatives in performing a variety of assignments without instruction and to schedule and complete work.
Incumbents may supervise subordinate clerical positions.
Examples of Duties KEY
Responsibilities:
Initiates and maintains a variety of files and records of information such as payroll, attendance, budget, production and cost records.
Reviews, logs, determines priority of and routes correspondence.
Researches and revises annual billings to customers.
Composes routine correspondence and independently prepares correspondence not requiring supervisor's personal attention.
Takes minutes of meetings.
Transcribes dictation from rough draft, shorthand notes or Dictaphone recordings.
Operates word processor or typewriter to produce complex and varied staff reports and official City documents.
Operates computer utilizing various software programs to produce reports and documents.
Makes appointments and arranges conferences and meetings.
Relieves supervisor of routine personnel, budget, payroll and purchasing duties.
Recognizes and maintains confidential information and materials.
Gathers, organizes and prepares information for routine reports.
May provide secretarial services to a Board or Commission.
Maintains manuals and updates resource materials.
Assists in the supervision and training of subordinate clerical personnel.
Responds to requests for information from the public when judgment, knowledge and interpretation of departmental procedures are necessary.
Coordinates departmental special projects as assigned.
Responsible for the efficient operation of the Department's clerical office.
Performs related duties as required.
REPORTING RELATIONSHIPS:
This position reports to a Department Head or Department Manager and may supervise other clerical personnel.
Qualifications / Requirements DESIRABLE
Qualifications:
Knowledge of:
English usage, grammar, spelling and punctuation.
Modern office methods, procedures and equipment, and business letter writing.
Organization, procedures and operating details of a municipal government.
Recordkeeping principles and procedures.
Computer application and usage including word-processing.
Skill in:
Report preparation.
Research methods.
Ability to:
Interpret and apply administrative and department policies, rules and regulations.
Type at a rate of speed sufficient to meet the requirements of the position (55 wpm).
Work independently in the absence of supervision.
Compile and maintain complex and extensive records and files.
Communicate effectively in written and oral form.
Compose clear and concise letters, reports, memoranda, and other written materials independently.
Assist in the hiring process and supervision and training of subordinates.
Operate and learn various computer applications.
EXPERIENCE AND EDUCATION:
Any combination equivalent to experience and education that could likely provide the required knowledge, skill and abilities is qualifying.
A typical way to obtain the knowledge, skill and abilities would be:
Three years of increasingly responsible administrative and clerical experience.
Specialized secretarial courses.
SPECIAL REQUIREMENTS:
Possession of or ability to obtain a valid California Driver's License may be required of some positions.
Type a minimum of 55 corrected words per minute.
Some positions may require the ability to take dictation at a speed efficient to meet the requirements of the positions (80 wpm).
Additional Information PHYSICAL STANDARDS:
Positions in this class are typically situated in a standard office environment resulting in little exposure to the weather and requiring no unusual physical abilities.
The above statements are intended to describe the general nature and level of work performed by personnel assigned to this classification and is not necessarily an exhaustive list of all responsibilities, duties and skills required.
FLSA:
Non-Exempt The provisions of this announcement do not constitute an expressed or implied contract.
Any provision contained in the announcement may be modified or revoked without notice.
Bargaining Unit:
Employees in this class are represented by the Northern California Carpenters Regional Council (Group M bargaining unit).
This bargaining unit may establish and collect dues for their members' independent from the City of Visalia.
Those that elect to join may be required to pay dues per the provisions in the MOU.
Salary Policies:
The salary range for the job is stated on the job announcement.
Candidates are normally hired at the minimum of the salary range.
Salary increases are given based upon employee work performance, up to a maximum of 5% per fiscal year.
Bilingual pay of $900 per year, pro-rated on a pay period basis, is available to those who are eligible and qualify.
A uniform allowance of $800 annually is provided for maintenance and care of department required uniforms or attire.
Employees working in the following areas of the Police Department that are required to wear a uniform are eligible for uniform allowance:
Dispatch, Records, CSO personnel, Property and Evidence, Crime Lab, Duty Officer personnel, and Parking Enforcement.
Holidays:
Regular non-shift full-time City employees receive 11 paid holidays and one (1) floating holiday per year.
In lieu of holidays, Police shift employees receive 4 hours of compensatory time off and 4 hours of regular pay in the pay period the holiday falls.
In addition, shift employees receive one floating holiday in the pay period that includes January 1.
Vacation:
Regular full-time employees earn 10 days per year.
After 2 years, employees are eligible for 11 days; after 4 years, 14 days; after 9 years, 17 days; and after 16 years, 20 days of vacation per year.
Employees are eligible for vacation usage after six (6) months of service.
Employees hired from another governmental agency may be entitled to receive years-of service credit for their vacation accrual rate for such previous employment and applies only to the government agency the employee was employed with immediately prior to employment with the City of Visalia.
Sick Leave:
Regular full-time employees earn 96 hours of sick leave per year, accrued per pay period.
Employees are eligible for sick leave usage after three (3) months of service.
Annual Sick Leave Buy Back:
After accumulating 480 hours, the City will automatically cash out all sick leave hours over 480 hours at 40% of the employee's pay rate.
Administrative Leave:
Employees classified as FLSA exempt (not eligible for overtime pay) currently receive 56 hours of administrative leave per calendar year.
Any unused administrative leave hours are automatically paid out on the first paycheck in December.
Compensatory Time Off:
Regular full-time employees classified as FLSA non-exempt (eligible for overtime pay) currently receive eight (8) hours compensatory time off per calendar year.
Health Insurance:
The City provides employee health insurance which includes medical, dental, and vision care.
Employee contribution rates are determined by employee's bargaining unit and plan selected.
Health benefits are also available for an employee's dependents for an additional contribution rate.
Eligibility for health insurance benefits begins on the first of the month after the date of hire.
Contribution rates are reviewed for adjustment annually.
Life Insurance:
The City pays the premium for a life insurance and accidental death or dismemberment policy of $30,000.
A supplemental life insurance policy may be purchased and paid through payroll deduction.
Eligibility for life insurance benefits begins on the first of the month after the date of hire.
Retirement:
The City of Visalia is a member of the California Public Employees Retirement System (CalPERS).
New employees are covered under the 2% at 62 plan.
Employees with previous PERS qualifying service (Classic employees) may fall under the 2% at 60 plan.
Each pay period, the employee pays an employee contribution at the CalPERS established rate.
The City pays an employer contribution towards the retirement benefit and employees are responsible for contributing 4% of the employer contribution in addition to the required employee contribution.
Social Security/FICA:
City employees are not subject to regular Social Security (FICA) deductions.
However, Federal law requires that the Medicare portion of the FICA is deducted.
Section 125:
The City offers a voluntary Section 125 program whereby tax free contributions are put into a trust account and are available for withdrawal with documentation of an unreimbursed healthcare or dependent care expense (i.
e.
premium, dependent care, medical care).
Long Term Disability:
Regular full-time City employees are eligible for disability insurance (up to 2/3 of their salary) in the event they are disabled for more than ninety (90) days.
LTD premium cost is paid by the employee.
Worker's Compensation:
Full-time and hourly employees who sustain an occupational injury or contract occupational illnesses receive standard Worker's Compensation benefits as prescribed by law.
Other
Benefits:
The City also offers additional benefits such as an employee assistance program (EAP), a pre-tax deferred compensation plan, and education assistance up to $1,500 per fiscal year.
As a potential applicant, you are about to participate in a series of events collectively called the employment process.
Because the goal of the employment process is to obtain the most qualified candidates to fill City positions, examinations are administered to qualified applicants.
These examinations are conducted in a variety of ways (written, oral, practical, and/or performance), yet they share a common purpose - to test applicants based upon the knowledge, skills and abilities required to perform the duties and responsibilities of the job.
The employment process occurs in several stages which are described below:
Application:
Perspective employees must submit a City of Visalia application and other documents required as outlined in the announcement by the closing time specified on the final filing date.
Final filing dates and times are listed on the front of each announcement.
Separate original applications must be submitted for each recruitment/position applied for.
Examination:
Applicants will be evaluated and applicants who clearly appear to be more qualified in terms of knowledge, skills, and abilities will be invited to take an examination or combination of examinations.
Written, practical, oral, and/or performance examination scores, or a pre-determined combined examination score, will determine standing on the eligible list.
Exam Accommodations:
If you are most qualified for the job, but need reasonable accommodations to take the exam, contact the Human Resources Division at least five (5) days prior to the exam.
We want to work with you to design a fair and effective means by which you can demonstrate your ability to perform the essential functions of this job.
Be prepared to furnish proof of the need for accommodation.
Such proof should normally be a signed statement on letterhead by a professional who is qualified to make a diagnosis.
Eligible lists:
Eligible lists contain names, in descending order of score, of applicants who have obtained passing scores.
Eligible lists are maintained for no less than six (6) months and no more than one year unless otherwise determined by Human Resources.
The City retains the authority to reestablish an eligible list for a specific job opening when deemed necessary.
Separate eligible lists are established for each recruitment.
Selection:
A departmental interview is conducted with the top candidates from the eligible list.
The number of candidates interviewed depends on the number of vacancies.
Background Review:
Depending on the position, prospective employees will be subject to clearing a background investigation which may include, but is not limited to, a reference check, credit check, criminal history review, social security verification, DMV record check, polygraph, and psychological evaluation.
Post Offer Medical Examination:
Prior to starting work, all prospective employees are required to take a drug/alcohol screening administered by the City's medical provider and/or pass a medical examination.
Candidates are cautioned not to quit or give notice to present employers until the medical examination has been completed and passed.
Probationary Period:
Employees appointed to a new position through an open or promotional process are required to serve a twelve (12) month probationary period in their newly appointed position.
Employees appointed to Assistant Communications Operator or Communications Operator positions are required to serve an eighteen (18) month probationary period.
An employee maybe terminated without recourse for any reason and at any time during the probationary period.
Immigration Law:
Prior to employment, applicants will be required to provide proof of U.
S.
citizenship, alien registration or authorization to work in the United States at time of appointment, and complete an I-9 form.
Failure to do so within three (3) days from date of hire may be cause for termination.
Once hired, failure to maintain authorization to work in the United States may be cause for termination of employment.
Driver's License:
Some City positions may require possession of a valid California Driver's License.
Employees may also be required to submit a DMV printout with proof of automobile insurance and use their automobile in the course of employment as some positions may require the use of your vehicle on the job.
Additionally, employees may be required to drive City vehicles or equipment.
Non-Smoking Policy:
A non-smoking ordinance adopted by the City, provides a smoke free environment.
Drug-Free Workplace:
The City is a drug-fee workplace and has adopted a comprehensive substance abuse policy.
Discrimination and Harassment Policy:
A zero tolerance discrimination and harassment policy adopted by the City provides employees and volunteers with a professional work environment in which they are not exposed to harassment and illegal discrimination of any kind.
The provisions of this announcement do not constitute an expressed or implied contract.
Any provisions contained in the announcement may be modified or revoked without notice.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
28 - $65,068.
44 Annually Description JOB TITLE:
Administrative Assistant BASIC FUNCTION:
Under general supervision, performs a variety of responsible and complex clerical, secretarial and administrative duties for a Department or large division.
Performs related responsibilities as required.
DISTINGUISHING CHARACTERISTICS:
Positions in this class perform confidential and complex secretarial administrative and clerical duties for individuals serving in management positions.
Work involves a high degree of independent judgment, tact and discretion requiring a thorough knowledge of Department procedures and policies.
Also requires the ability to choose among a limited number of alternatives in performing a variety of assignments without instruction and to schedule and complete work.
Incumbents may supervise subordinate clerical positions.
Examples of Duties KEY
Responsibilities:
Initiates and maintains a variety of files and records of information such as payroll, attendance, budget, production and cost records.
Reviews, logs, determines priority of and routes correspondence.
Researches and revises annual billings to customers.
Composes routine correspondence and independently prepares correspondence not requiring supervisor's personal attention.
Takes minutes of meetings.
Transcribes dictation from rough draft, shorthand notes or Dictaphone recordings.
Operates word processor or typewriter to produce complex and varied staff reports and official City documents.
Operates computer utilizing various software programs to produce reports and documents.
Makes appointments and arranges conferences and meetings.
Relieves supervisor of routine personnel, budget, payroll and purchasing duties.
Recognizes and maintains confidential information and materials.
Gathers, organizes and prepares information for routine reports.
May provide secretarial services to a Board or Commission.
Maintains manuals and updates resource materials.
Assists in the supervision and training of subordinate clerical personnel.
Responds to requests for information from the public when judgment, knowledge and interpretation of departmental procedures are necessary.
Coordinates departmental special projects as assigned.
Responsible for the efficient operation of the Department's clerical office.
Performs related duties as required.
REPORTING RELATIONSHIPS:
This position reports to a Department Head or Department Manager and may supervise other clerical personnel.
Qualifications / Requirements DESIRABLE
Qualifications:
Knowledge of:
English usage, grammar, spelling and punctuation.
Modern office methods, procedures and equipment, and business letter writing.
Organization, procedures and operating details of a municipal government.
Recordkeeping principles and procedures.
Computer application and usage including word-processing.
Skill in:
Report preparation.
Research methods.
Ability to:
Interpret and apply administrative and department policies, rules and regulations.
Type at a rate of speed sufficient to meet the requirements of the position (55 wpm).
Work independently in the absence of supervision.
Compile and maintain complex and extensive records and files.
Communicate effectively in written and oral form.
Compose clear and concise letters, reports, memoranda, and other written materials independently.
Assist in the hiring process and supervision and training of subordinates.
Operate and learn various computer applications.
EXPERIENCE AND EDUCATION:
Any combination equivalent to experience and education that could likely provide the required knowledge, skill and abilities is qualifying.
A typical way to obtain the knowledge, skill and abilities would be:
Three years of increasingly responsible administrative and clerical experience.
Specialized secretarial courses.
SPECIAL REQUIREMENTS:
Possession of or ability to obtain a valid California Driver's License may be required of some positions.
Type a minimum of 55 corrected words per minute.
Some positions may require the ability to take dictation at a speed efficient to meet the requirements of the positions (80 wpm).
Additional Information PHYSICAL STANDARDS:
Positions in this class are typically situated in a standard office environment resulting in little exposure to the weather and requiring no unusual physical abilities.
The above statements are intended to describe the general nature and level of work performed by personnel assigned to this classification and is not necessarily an exhaustive list of all responsibilities, duties and skills required.
FLSA:
Non-Exempt The provisions of this announcement do not constitute an expressed or implied contract.
Any provision contained in the announcement may be modified or revoked without notice.
Bargaining Unit:
Employees in this class are represented by the Northern California Carpenters Regional Council (Group M bargaining unit).
This bargaining unit may establish and collect dues for their members' independent from the City of Visalia.
Those that elect to join may be required to pay dues per the provisions in the MOU.
Salary Policies:
The salary range for the job is stated on the job announcement.
Candidates are normally hired at the minimum of the salary range.
Salary increases are given based upon employee work performance, up to a maximum of 5% per fiscal year.
Bilingual pay of $900 per year, pro-rated on a pay period basis, is available to those who are eligible and qualify.
A uniform allowance of $800 annually is provided for maintenance and care of department required uniforms or attire.
Employees working in the following areas of the Police Department that are required to wear a uniform are eligible for uniform allowance:
Dispatch, Records, CSO personnel, Property and Evidence, Crime Lab, Duty Officer personnel, and Parking Enforcement.
Holidays:
Regular non-shift full-time City employees receive 11 paid holidays and one (1) floating holiday per year.
In lieu of holidays, Police shift employees receive 4 hours of compensatory time off and 4 hours of regular pay in the pay period the holiday falls.
In addition, shift employees receive one floating holiday in the pay period that includes January 1.
Vacation:
Regular full-time employees earn 10 days per year.
After 2 years, employees are eligible for 11 days; after 4 years, 14 days; after 9 years, 17 days; and after 16 years, 20 days of vacation per year.
Employees are eligible for vacation usage after six (6) months of service.
Employees hired from another governmental agency may be entitled to receive years-of service credit for their vacation accrual rate for such previous employment and applies only to the government agency the employee was employed with immediately prior to employment with the City of Visalia.
Sick Leave:
Regular full-time employees earn 96 hours of sick leave per year, accrued per pay period.
Employees are eligible for sick leave usage after three (3) months of service.
Annual Sick Leave Buy Back:
After accumulating 480 hours, the City will automatically cash out all sick leave hours over 480 hours at 40% of the employee's pay rate.
Administrative Leave:
Employees classified as FLSA exempt (not eligible for overtime pay) currently receive 56 hours of administrative leave per calendar year.
Any unused administrative leave hours are automatically paid out on the first paycheck in December.
Compensatory Time Off:
Regular full-time employees classified as FLSA non-exempt (eligible for overtime pay) currently receive eight (8) hours compensatory time off per calendar year.
Health Insurance:
The City provides employee health insurance which includes medical, dental, and vision care.
Employee contribution rates are determined by employee's bargaining unit and plan selected.
Health benefits are also available for an employee's dependents for an additional contribution rate.
Eligibility for health insurance benefits begins on the first of the month after the date of hire.
Contribution rates are reviewed for adjustment annually.
Life Insurance:
The City pays the premium for a life insurance and accidental death or dismemberment policy of $30,000.
A supplemental life insurance policy may be purchased and paid through payroll deduction.
Eligibility for life insurance benefits begins on the first of the month after the date of hire.
Retirement:
The City of Visalia is a member of the California Public Employees Retirement System (CalPERS).
New employees are covered under the 2% at 62 plan.
Employees with previous PERS qualifying service (Classic employees) may fall under the 2% at 60 plan.
Each pay period, the employee pays an employee contribution at the CalPERS established rate.
The City pays an employer contribution towards the retirement benefit and employees are responsible for contributing 4% of the employer contribution in addition to the required employee contribution.
Social Security/FICA:
City employees are not subject to regular Social Security (FICA) deductions.
However, Federal law requires that the Medicare portion of the FICA is deducted.
Section 125:
The City offers a voluntary Section 125 program whereby tax free contributions are put into a trust account and are available for withdrawal with documentation of an unreimbursed healthcare or dependent care expense (i.
e.
premium, dependent care, medical care).
Long Term Disability:
Regular full-time City employees are eligible for disability insurance (up to 2/3 of their salary) in the event they are disabled for more than ninety (90) days.
LTD premium cost is paid by the employee.
Worker's Compensation:
Full-time and hourly employees who sustain an occupational injury or contract occupational illnesses receive standard Worker's Compensation benefits as prescribed by law.
Other
Benefits:
The City also offers additional benefits such as an employee assistance program (EAP), a pre-tax deferred compensation plan, and education assistance up to $1,500 per fiscal year.
As a potential applicant, you are about to participate in a series of events collectively called the employment process.
Because the goal of the employment process is to obtain the most qualified candidates to fill City positions, examinations are administered to qualified applicants.
These examinations are conducted in a variety of ways (written, oral, practical, and/or performance), yet they share a common purpose - to test applicants based upon the knowledge, skills and abilities required to perform the duties and responsibilities of the job.
The employment process occurs in several stages which are described below:
Application:
Perspective employees must submit a City of Visalia application and other documents required as outlined in the announcement by the closing time specified on the final filing date.
Final filing dates and times are listed on the front of each announcement.
Separate original applications must be submitted for each recruitment/position applied for.
Examination:
Applicants will be evaluated and applicants who clearly appear to be more qualified in terms of knowledge, skills, and abilities will be invited to take an examination or combination of examinations.
Written, practical, oral, and/or performance examination scores, or a pre-determined combined examination score, will determine standing on the eligible list.
Exam Accommodations:
If you are most qualified for the job, but need reasonable accommodations to take the exam, contact the Human Resources Division at least five (5) days prior to the exam.
We want to work with you to design a fair and effective means by which you can demonstrate your ability to perform the essential functions of this job.
Be prepared to furnish proof of the need for accommodation.
Such proof should normally be a signed statement on letterhead by a professional who is qualified to make a diagnosis.
Eligible lists:
Eligible lists contain names, in descending order of score, of applicants who have obtained passing scores.
Eligible lists are maintained for no less than six (6) months and no more than one year unless otherwise determined by Human Resources.
The City retains the authority to reestablish an eligible list for a specific job opening when deemed necessary.
Separate eligible lists are established for each recruitment.
Selection:
A departmental interview is conducted with the top candidates from the eligible list.
The number of candidates interviewed depends on the number of vacancies.
Background Review:
Depending on the position, prospective employees will be subject to clearing a background investigation which may include, but is not limited to, a reference check, credit check, criminal history review, social security verification, DMV record check, polygraph, and psychological evaluation.
Post Offer Medical Examination:
Prior to starting work, all prospective employees are required to take a drug/alcohol screening administered by the City's medical provider and/or pass a medical examination.
Candidates are cautioned not to quit or give notice to present employers until the medical examination has been completed and passed.
Probationary Period:
Employees appointed to a new position through an open or promotional process are required to serve a twelve (12) month probationary period in their newly appointed position.
Employees appointed to Assistant Communications Operator or Communications Operator positions are required to serve an eighteen (18) month probationary period.
An employee maybe terminated without recourse for any reason and at any time during the probationary period.
Immigration Law:
Prior to employment, applicants will be required to provide proof of U.
S.
citizenship, alien registration or authorization to work in the United States at time of appointment, and complete an I-9 form.
Failure to do so within three (3) days from date of hire may be cause for termination.
Once hired, failure to maintain authorization to work in the United States may be cause for termination of employment.
Driver's License:
Some City positions may require possession of a valid California Driver's License.
Employees may also be required to submit a DMV printout with proof of automobile insurance and use their automobile in the course of employment as some positions may require the use of your vehicle on the job.
Additionally, employees may be required to drive City vehicles or equipment.
Non-Smoking Policy:
A non-smoking ordinance adopted by the City, provides a smoke free environment.
Drug-Free Workplace:
The City is a drug-fee workplace and has adopted a comprehensive substance abuse policy.
Discrimination and Harassment Policy:
A zero tolerance discrimination and harassment policy adopted by the City provides employees and volunteers with a professional work environment in which they are not exposed to harassment and illegal discrimination of any kind.
The provisions of this announcement do not constitute an expressed or implied contract.
Any provisions contained in the announcement may be modified or revoked without notice.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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