Senior Administrative Assistant

Job Description

SENIOR ADMINISTRATIVE ASSISTANT

Would you like a career where you can be part of an organization committed to serving its community through excellent customer service?

The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.

THE BENEFITS OF CITY EMPLOYMENT:

In addition to offering a rewarding work environment, opportunity for career growth, and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice between two health plans, and top of the line employer paid vision and dental coverage. More information about available benefits can be found HERE.

Additional benefits include:

• 11 paid holidays annually, plus 2 to 3 "floating holidays" per year depending on years of service;
• $500 annually for wellness.
  
  

ABOUT THE POSITION:

Senior Administrative Assistants provide critical administrative support to the operations of City Departments in locations across the City, including the City Manager's Office, Human Resources, Finance, Planning & Economic Development, Recreation & Parks, Transportation & Public Works, Housing & Community Services, Water, and Police.

This recruitment is being conducted to fill various current vacancies. Additionally, this recruitment will provide an eligible candidate (hiring) list that will be utilized for future vacancies City-wide.

THE IDEAL CANDIDATE:

The ideal candidate will possess:

• A strong desire and proven ability to provide excellent customer service.
• Outstanding teamwork skills.
• Exceptional interpersonal and problem-solving skills.
• Excellent verbal and written communication skills.
• Two or more years performing complex administrative support duties in an office setting.
• Intermediate to advanced computer and software skills including Word, Excel, PowerPoint, Outlook, and database.
• Bilingual in English-Spanish, is desirable.
  
  

HOW TO APPLY:

Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Incomplete responses, or responses such as "See Resume" can result in disqualification from the selection process.

ADDITIONAL REQUIREMENTS:

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.

THE SELECTION PROCESS:

The selection process will include a minimum qualifications assessment; and may also include an application and supplemental questionnaire review and online skills test, followed by department selection interviews.

For more information about this exciting opportunity, please contact Karen Rodriguez at [email protected].

Examples of Duties and Responsibilities

Essential Duties:

The following duties are considered essential for the job classification:

• Perform a wide variety of difficult and complex office support duties
• Use a computer with word processing software to produce and edit letters, memoranda, reports, or other materials from rough draft, or notes
• Input and retrieve information using a personal computer or computer terminal
• Answer and direct a large number of calls, using business telephone systems
• Understand, interpret, and provide specific information regarding department services or policies to the public or other City employees, in person, over the telephone or by mail
• Prepare documents, such as agendas, memoranda, bid specifications, permits, legal notices, Personnel Action Forms, purchasing requisitions, payment requests, evaluations, and other materials
• Examine documents, records, and forms for accuracy, completeness, and conformance with applicable rules and regulations
• Proofread, code, check and record information
• Establish and maintain alphabetical, numerical, index, and cross-reference files
• Compose routine correspondence and reports on behalf of managerial and professional staff
• Process and distribute incoming mail
• Create, modify, and revise forms, computer applications, and other related material and processes
• Establish and maintain systematic filing of data related to word processing
• Maintain and order supplies and equipment
• Prepare sensitive personnel documents
• Receive and record fees for bid specifications, permits, and other City charges
• Perform arithmetical calculations and prepare statistical reports
• Schedule and coordinate meetings, classes, travel arrangements and interviews
• Gather, tabulate, and interpret financial information
• Update City codes, manuals, and other documents
• May provide assistance to Administrative Assistants when responding to non-routine questions, problems, or situations
• Provide agenda follow-up duties to insure proper distribution
• Perform file research on a number of municipally related topics
• Perform related duties as assigned
  
  

Required Qualifications

Knowledge of: Modern office procedures and practices; organization, procedures, and operating details of the City department or division to which assigned; correct punctuation, spelling, and grammatical usage; basic business arithmetic; modern office equipment including personal computers, computer terminals and business software; filing, indexing, and cross-referencing methods; financial record keeping and reference sources.

Ability to: Perform difficult and complex office support work involving independent judgment and requiring accuracy and speed under tight deadlines; effectively communicate orally, both in person and on the phone; operate modern office equipment with skill and efficiency; interpret and apply office methods, rules, and policies; understand and independently carry out oral and written directions; maintain complex records; effectively meet the public in situations requiring tact and poise; establish and maintain cooperative relations with subordinates and superiors; perform arithmetical calculations; type at a speed of not less than 50 net words per minute from clear copy.

Experience and Education: Any combination of experience and education that could provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience - Sufficient years of experience performing office support duties in an office environment comparable to that of the City of Santa Rosa;

Education - Equivalent to completion of the twelfth grade. Completion of a clerical or business training program is desirable.

Additional Information

Selection Process:

Applicants possessing the most desirable qualifications based on a screening of the application materials, including responses to the required Supplemental Questionnaire, will be invited to continue in a selection process which is anticipated to include a minimum qualification review, online skills test, as well as department interviews.

Working Conditions:

Much of the work consists of entering data into and retrieving data from personal computers and terminals via keyboards and is performed while sitting for extended periods of time. For those positions that require the use of a transcribing machine, the coordination of movement of more than one limb is required. Some positions require lifting and carrying short distances objects such as reams of copier paper, office supplies, and other packages weighing up to 20 pounds. Positions which perform filing require use of the arms above the shoulder, and repetitive bending and stooping. Some positions require the ability to differentiate between colors when using color-coded forms or files.

Santa Rosa - A wonderful place to call home:

The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.

The City of Santa Rosa is proud to be an equal opportunity workplace.

The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a Request for Reasonable Accommodation Form within five (5) business days of being noticed that an event requiring accommodation is occurring. You may also contact the Human Resources Department at (707) 543-3060 or [email protected].

Company Description

The City of Santa Rosa, a charter city incorporated in 1868, is the county seat of Sonoma County, one of California's premier wine growing regions, and it is the gateway to tourist destinations in the redwoods and on the coast. Santa Rosa is the 26th largest city in the state. it occupies 41 square miles and serves a population of 170,236.

The City of Santa Rosa provides a full range of services including police and fire protection; construction and maintenance of streets and other infrastructure; water, storm water, and wastewater utilities; housing services through its Housing Authority; economic development; transit; parking; and recreation, parks, and cultural services, including a municipal golf course.

The City of Santa Rosa's residents work in a well balanced mix of management, professional, manufacturing, sales, tourism, transportation, construction, and service jobs. The City also plays an important role in supporting the agriculture and tourism industries of California's north coast.

THE CITY:

Just 55 miles north of San Francisco, you will find a vibrant City overflowing with all there is to love about California. Welcome to Santa Rosa where everything comes together: Wine country, farm country, redwood forests and rivers, lakes and the ocean. In the center of all that is a thriving downtown lined with intriguing shops and restaurants that delight casual diners and epicurean alike. A charter city incorporated in 1868, Santa Rosa is the county seat of Sonoma County, one of California's premier wine growing regions and is the gateway to tourist destinations in the redwoods and on the coast. Santa Rosa occupies 41 square miles and serves a population of 170,000. The City has a historic preservation program and has environmental diversity.

The City of Santa Rosa, a charter city incorporated in 1868, is the county seat of Sonoma County, one of California's premier wine growing regions, and it is the gateway to tourist destinations in the redwoods and on the coast. Santa Rosa is the 26th largest city in the state. it occupies 41 square miles and serves a population of 170,236. The City of Santa Rosa provides a full range of services including police and fire protection; construction and maintenance of streets and other infrastructure; water, storm water, and wastewater utilities; housing services through its Housing Authority; economic development; transit; parking; and recreation, parks, and cultural services, including a municipal golf course. The City of Santa Rosa's residents work in a well balanced mix of management, professional, manufacturing, sales, tourism, transportation, construction, and service jobs. The City also plays an important role in supporting the agriculture and tourism industries of California's north coast. THE CITY: Just 55 miles north of San Francisco, you will find a vibrant City overflowing with all there is to love about California. Welcome to Santa Rosa where everything comes together: Wine country, farm country, redwood forests and rivers, lakes and the ocean. In the center of all that is a thriving downtown lined with intriguing shops and restaurants that delight casual diners and epicurean alike. A charter city incorporated in 1868, Santa Rosa is the county seat of Sonoma County, one of California's premier wine growing regions and is the gateway to tourist destinations in the redwoods and on the coast. Santa Rosa occupies 41 square miles and serves a population of 170,000. The City has a historic preservation program and has environmental diversity.