Salary : $47,232.00 – $57,408.00 Annually
Location : Pomona, CA
Job Type: Full-Time
Job Number: 23-AAII
Department: Human Resources
Opening Date: 06/15/2023
Closing Date: 6/29/2023 6:00 PM Pacific
VACANCY
The Human Resources Department of the City of Pomona is looking for an Administrative Assistant II with exceptional clerical and administrative skills. The role includes scheduling and calendar management, managing complex administrative tasks, and providing high-level support to the Human Resources/Risk Management Director. The ideal candidate should have excellent organizational and interpersonal skills and be able to work efficiently in a fast-paced environment with constant changes.
To be considered for this exciting opportunity, the ideal candidate should possess excellent multitasking, organizational, and follow-up skills. They should be proactive task managers and have the ability to maintain confidentiality while demonstrating a pleasant and kind personality. Interacting with City leadership and community stakeholders is also necessary, making excellent diplomatic skills crucial for success in the role.
If you’re interested in working in a fast-paced department and supporting a dynamic City leader, this opportunity could be an excellent role for you.
Join our team!
Excellent Benefits
The City of Pomona boasts a desirable 4/10 work schedule with every Friday off. Additionally, the benefits package is quite appealing, providing great rates on medical, dental, and vision coverage, participation in CalPERS, as well as the option to participate in a deferred compensation plan and a medical flex spending account program.
The Administrative Assistant II role is a flexible position and offers opportunities for growth within the organization for those who demonstrate job competence, dedication, and relevant skills.
MINIMUM QUALIFICATIONS TO APPLY
- Education & Experience
Equivalent to a high school diploma supplemented by specialized training in business or secretarial science. - Three years of experience as an Administrative Assistant I
- A typing certificate indicating a typing speed of at least 50 net words per minute must be attached to your job application. Emailed and faxed typing certificates will not be accepted. Click here for detailed typing certificate requirements.
License or Certificate
Possession of, or must obtain, an appropriate, valid CA driver’s license.
Core Competencies, Knowledge, Skills, & Abilities
Professional Impact – Presenting self as a positive representative of the organization
Action & Results Focus – Initiating tasks and focusing on accomplishment
Self-Management – Showing personal organization, self-discipline, and dependability
Customer Focus – Attending to the needs and expectations of customers
Adaptability – Responding positively to change and modifying behavior as the situation requires
Attention to Detail – Focusing on the details of work content, work steps, and final work products
Valuing Diversity – Appreciating the benefits of varied backgrounds and cultures in the workplace and in the wider community.
Knowledge of:
Principles and practices of fiscal, statistical, and administrative data collection and report preparation.
Policies and procedures of assigned department.
City and department travel planning and expense reporting
Pertinent Federal, State, and local laws, codes, and regulations.
Ability to:
Research, compile, and prepare a variety of fiscal, statistical, and administrative reports. Analyze situations carefully and adopt effective courses of action.
Independently prepare correspondence and memoranda.
ESSENTIAL DUTIES
- Perform a wide variety of responsible and complex administrative and secretarial duties in support of the Human Resources/Risk Management Director.
- Maintains calendars for the Human Resources/Risk Management Director and specific programs; coordinates, schedules, arranges and confirms meetings, appointments, conferences, hearings and community/intergovernmental events; screens requests for appointments; prepares travel requests and makes travel arrangements.
- Plan, organize, and carry out administrative assignments; research, compile, and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.
- Serve as initial contact/resource person for the Human Resources/Risk Management Director; screen calls, visitors, and mail; respond to complaints and requests for information and assistance; interpret and explain regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations.
- Prepares and processes attendance records, Purchase Cards and other financial documents. Reviews, calculates and processes changes and adjustments. Reviews and reconciles various financial records
- Prepares and processes requisitions, purchase orders, travel requests and check requests; verifies the accuracy of expense reports, purchase card activity, receipts and invoices; creates spreadsheets and manages databases to track purchases made on purchase orders; ensures invoices are compliant with contracts; validates information with vendors; generates budget reports, monitors budget and performs basic analysis on changes and trends; maintains petty cash fund.
- Type, format, proofread, and produce drafts and final copies of a wide variety of reports, letters, memoranda, spreadsheets, and statistical charts.
- Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining the completeness of applications, permits, records, and files.
- Assist in a variety of department operations; perform special projects and assignments as requested.
- May serve as administrative support to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, Staff Reports or other formal documents.
- Operate a variety of modern office equipment, including copiers, computers, word processors, and printers, to enter and retrieve data and produce various documents and reports.
- Participate in the development, administration, and monitoring of the department’s budget. Receive payments or fees; issue receipts; maintain records of transactions.
- Perform related duties and responsibilities as assigned.
SELECTION PROCESS
- A typing certificate indicating a typing speed of at least 50 net words per minute must be attached to your job application. Emailed and faxed typing certificates will not be accepted. Click here for detailed typing certificate requirements.
- Essential duties require the following physical skills and work environment:
- Ability to work in a standard office environment; ability to travel to different sites and locations.
City Mission Statement
The City of Pomona is dedicated to improving the quality of life for our diverse community.
The City of Pomona offers the following generous benefit package. Employees in this group serve a 12-month probationary period. The Salary Scale Plan is composed of five steps. Merit step increases are based on meets standards performance.
WORK SCHEDULE: Most employees work a 4/10 work schedule. City Hall Employees work Monday through Thursday, with City Hall being closed every Friday.
Police Department employees work a 4/10 schedule but days off vary according to assignment and seniority.
In order to maintain service to the public, departmental effectiveness, productivity and/or efficiency, a Department Director may assign an employee a different work schedule that is in compliance with the requirements of FLSA with Human Resources approval.
RETIREMENT BENEFITS: Provided by the California Public Employee’s Retirement System. Every regular employee becomes a member immediately upon employment. New employees who become a “new” member of CalPERS for the first time on or after January 1, 2013 will be enrolled in the CalPERS 2% @ 62, FAS 3 Plan. New members will be required to pay at least 50% of the normal cost (Govt. Code Section. 7522030(c)). However, a new employee who is a “classic” member of CalPERS or a current member of another California public retirement system will be enrolled in the CalPERS 2% @ 60, FAS 3 Plan. Currently, all new PCEA employees shall pay the CalPERS member’s retirement contribution of 6.75%. City of Pomona employees do not contribute into Social Security.
PAID HOLIDAYS: 13 paid holidays & 2 floating holidays are provided per year.
VACATION LEAVE:
- 1-4 years = 80 hours
- 5-9 years = 160 hours
- 10-14 years = 184 hours
- 15 years = 200 hours
- Extending through the 20th year, employee shall accrue 8 hours of additional vacation leave per year with a maximum accrual of 240 hours per year.
SICK LEAVE: 12 days per year (prorated if on any leave without pay).
GROUP INSURANCE PROGRAMS are available to eligible City employees. These programs include medical, dental, vision, long-term disability, life and accidental death and dismemberment insurances.
- HEALTH INSURANCE: $700 per month; cash-in-lieu program available
- DENTAL: $75 per month
- VISION: Voluntary participation by the employee
- 125 BENEFIT PLAN CONTRIBUTIONS:
- Waiving coverage = $45 per month
- Single coverage = $65 per month
- Two-party coverage = $625 per month
- Family coverage = $1,025 per month
EDUCATIONAL INCENTIVE PLAN available for eligible employees to develop their knowledge and abilities.
- TUITION REIMBURSEMENT: $1,500 per year
DEFERRED COMPENSATION: A voluntary deferred compensation 457 plan is available.
FLEXIBLE SPENDING ACCOUNTS are available where employees use pre-tax salary to pay for regular child care, adult dependent care and/or medical expenses.
CREDIT UNION membership is available to all City employees and provides access to low interest loans.
NOTE: The provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained herein may be modified or revoked without notice.
FIVE-YEAR VISION STATEMENT: Pomona will be recognized as a vibrant, safe, beautiful community that is a fun and exciting destination and the home of arts and artists, students, and scholars, business and industry.
CORE VALUES: The City of Pomona values Cultural Diversity; Fiscal Responsibility; Focusing on the Future; Excellent Customer Service; Leadership; Quality of Life; and Clear and Open Communication.
01
Do you possess a valid driver’s license?
- Yes
- No
02
Do you have a high school diploma or GED equivalency?
- Yes
- No
03
How many years of responsible clerical and/or administrative experience do you possess?
- None
- Less than 1 year of experience.
- 1 year or more, but less than 2 years of experience.
- 2 years or more, but less than 3 years of experience.
- 3 years or more, but less than 4 years of experience.
- 4 years or more, but less than 5 years of experience
- 5 or more years of experience
04
This position requires you to submit a typing certificate with a minimum typing speed of 50 Net Words Per Minute (NWPM). What is the net words per minute typing speed on your certificate?
05
I understand that I must attach a typing certificate to my City Employment Application per the City of Pomona HR Department’s requirements. Email and faxed certificates won’t be accepted after submission. Please confirm you’ve read and understood this by providing your initials.
Required Question