This is a continuous recruitment and may close at any time. Prompt application submission is encouraged.

We are searching for an Administrative Assistant II or Administrative Specialist. The job title and rate of pay assigned to the position will depend largely on the knowledge and experience of the applicant.

Administrative Assistant II

• Maintain selected purchasing and computer records; may maintain vendor database.
• May assist in the development and management of the City budget.
• May negotiate contracts and/or monitor contracts to assure vendor compliance to specifications including insurance.
• Perform secretarial support duties including type, format, edit, revise, and proofread a wide variety of reports, forms, letters, memoranda, and statistical charts; type from rough draft or verbal instruction; take and transcribe dictation, take meeting notes and/or prepare minutes from video recordings as required; independently compose correspondence related to assigned responsibilities; assist in the design and production of technical information and handouts.
• Maintain a calendar of activities, meetings, and various events for assigned director or supervisor; coordinate activities with other City departments, the public, and outside agencies; make necessary travel arrangements.
• Screen office and telephone callers; act as receptionist for division, department, and/or public counter; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities as required.
• May assist in a variety of department operations and perform special projects and assignments as requested including the organization of specifications for and tracking of bid packages and comparing and analyzing bids; issue permits; prepare flyers and announcements; produce newsletters or flyers; coordinate work assignments and supervise student workers or other clerical office staff; perform legislative history searches.
• Maintain records and logs and develop reports concerning new or ongoing programs and program effectiveness; maintain records for attendance; appointments to Public Works Committees and boards; facilities usage; service levels; permits and related records; prepare statistical reports as required.
• Operate and maintain a variety of office equipment including computers, printers, and copiers, scanners, and postage machine; input and retrieve data and text; organize and maintain paper and electronic files.
• Receive, sort, and distribute incoming and outgoing correspondence.
• Perform routine accounting functions; receive and process invoices; may participate in monitoring the department budget; compile time accounting, prepare employee time sheets and payroll forms; may collect fees and process receipts.
• May serve as recording secretary to various committees, commissions, and boards; prepare public hearing notices and agendas; attend meetings, take notes, and prepare minutes.
• May monitor and update information on the City’s website or other social media.

Administrative Specialist

• Assume responsibility for monitoring and administering assigned program areas and assigned administrative support functions including budget; may direct the work activities of assigned clerical and technical personnel or other subordinate staff, participate in employee selection, prioritize and coordinate work assignments, review work for accuracy.
• Provide responsible staff assistance and support to assigned management staff and department or program area.
• Assist in developing and implementing operational, administrative, program, and other policies and procedures.
• Assist with the analysis and preparation of assigned budget(s); assist in maintaining and monitoring of appropriate budgeting controls; prepare various financial reports as required.
• Collect, compile, and analyze information from various sources on a variety of specialized topics related to assigned programs; prepare reports which present and interpret data and identify alternatives; make and justify recommendations.
• Assist in administering contracts; develop requests for proposals; conduct research on specifications.
• Prepare and monitor grant programs, related proposals, and grant progress reports.
• Receive and respond to complaints and questions from the general public; review problems and recommend corrective actions; prepare summary reports as required.
• Participate in special projects and studies including research of new programs, services, and software; budget analysis and preparation; prepare and present reports.
• Assist in preparation of ordinances, resolutions, and other supporting program documents; assist in preparing and monitoring program grants and related proposals; assist in implementing new software.
• Assist in development and design of departmental, operational, and administrative procedures or forms as required.
• Participate in various committees; attend and participate in professional group meetings.
• Make oral and written presentations to the City Council, staff, the public, and professional groups.
• Assist with risk management responsibilities, including monitoring contracts and agreements, insurance review, cost recovery for City property damage, insurance, underwriting reporting, and safety inspections.
• May perform all of the essential functions of the Deputy City Clerk I and II job classification.
• May serve as a liaison with public and private organizations, community groups, and other social organizations; make presentations as required; coordinate work of volunteers.
• May draft press releases, newspaper articles, public service announcements, and newsletters.

Administrative Assistant II

What we want you to have:

Knowledge of:

• Operations, services and activities of assigned department.
• Cash and credit card handling techniques.
• Principles and practices of customer service.
• Switchboard operating techniques.
• Principles of proper phone etiquette.
• Modern office procedures, methods and equipment.
• Computer functions and related software.
• Techniques of business letter writing and basic report preparation.
• Principles and procedures of record keeping.
• Principles and procedures of filing.
• English usage, spelling, grammar, and punctuation.
• Basic mathematical principles.
• Bid procedures.
• Pertinent Federal, State, and local laws, codes and regulations, including Ralph M. Brown Act.
• Principles of supervision, training and performance evaluation.

Ability to:

• Perform responsible purchasing and secretarial work involving the use of independent judgment and personal initiative.
• Coordinate, organize, and proofread the work of staff in the area of work assigned.
• Interpret, explain, and enforce Department policies and procedures.
• Understand the organization and operation of the City and of outside agencies as necessary to perform assigned responsibilities.
• Prioritize work and perform multiple functions at once.
• Work independently in the absence of supervision.
• Operate and use modern office equipment including computer, printers and copiers, scanners, and postage machine.
• Type and/or enter data on a computer at a speed necessary for successful job performance.
• Take and transcribe dictation or take meeting notes at a speed necessary for successful job performance.
• Independently prepare correspondence and memoranda.
• Work cooperatively with other departments, City officials, and outside agencies.
  Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
• Maintain mental capacity, which allows for effective interaction and communication with others.
• Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.

Administrative Specialist

Knowledge of:

• Principles of mathematics and statistics.
• Principles of supervision, training, and performance evaluation.
• Principles and practices of budget administration.
• Principles and practices of contract administration.
• Methods of research, program analysis, and report preparation.
• Policies and procedures of the assigned department.
• Public relations techniques.
• Principles and procedures of accounting and procurement practices.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment.
• Research, analytical techniques, and public policy development theory.
• Federal, State, and local laws, codes, and regulations.

Ability to:

• Perform complex administrative and analytical activities for assigned programs.
• Independently perform administrative and analytical activities in the area of work assigned.
• Understand the organization and operation of the assigned department and outside agencies as necessary to assume assigned responsibilities.
• Interpret and apply administrative and departmental policies and procedures.
• Effectively manage contracts and evaluate the work of contractors.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Research, analyze, and evaluate programs, policies, and procedures.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Research, develop, and prepare ordinances, resolutions, contracts, and technical reports and associated summary data for presentation to City Council and others.
• Prepare clear and concise reports.
• Operate and use modern office equipment including computer, printers, and copiers.
• Enter data on a computer at a speed necessary for successful job performance.
• Research, analyze, and evaluate new service delivery methods, procedures and techniques.
• Research and prepare effective grant proposals.
• Independently prepare correspondence and memoranda.
• Communicate clearly and concisely, both orally and in writing.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain mental capacity, which allows the capability of making sound decisions and demonstrating intellectual capabilities.
• Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Requirements:

Administrative Assistant II

Administrative Specialist

Experience: Two years of increasingly responsible administrative and analytical experience preferably within a local government environment.

Training: Equivalent to a Bachelors degree from an accredited college or university with major course work in public administration, business administration, or a related field. One year of the education requirement may be substituted with three years of responsible administrative and analytical work experience.

The City of Moorpark offers a comprehensive and generous benefit program. Highlights include the following:
Health, dental, and vision insurance:

• Medical insurance is through California Public Employees’ Retirement System (CalPERS) which offers PPO and HMO plans. The City pays 90% of the PERS Platinum Preferred Provider Organization (PPO) Health Plan family rate towards whichever plan the employee chooses. An employee may convert up to a maximum of $300 per month of the medical insurance allowance to cash out or deposit in deferred compensation each month if not used for medical insurance cost.
• 100% of dental and vision insurance premiums for employee and dependents is paid by the City.