Salary: $34.21 – $41.58 Hourly
Location : Santa Clarita, CA
Job Type: Regular Full-time
Job Number: 2023-8
Department: Recreation and Community Services
Division: Administration
Opening Date: 08/31/2023
Closing Date: Continuous
Description/Duties & Responsibilities
This position is responsible for performing highly complex office, clerical and administrative support tasks, special projects, and duties in support of the Director of Recreation and Community Services and department staff.
DUTIES AND RESPONSIBILITIES:
• Provides complex administrative support to the department director and staff
• Composes, edits, and proofreads letters, memos, reports, surveys, flyers, and other documents
• Reconciles financial data and corresponding reports
• Researches, compiles, and organizes data for projects and reports; creates and maintains forms, logs, and tracking systems; maintains office files and retention schedules
• Assists internal and external customers with inquiries regarding City policies, procedures, and functions; responds to and resolves customer complaints in a professional manner
• Schedules meetings; reserves meeting rooms; prepares travel arrangements; maintains various calendars for the department
• Serves as Secretary of the Parks, Recreation, and Community Services Commission; publicly notices meetings, records meeting minutes, and distributes meeting materials to Commissioners
• Receives, sorts, and processes mail for distribution
• Reviews and processes invoices for payment and assists with development of the department budget
• Identifies issues and works with the director and staff in developing solutions to operational issues within department
• Provides coverage for division support staff and department phones as needed
• May supervise Office Assistants, part-time staff, or other assigned staff
Education and Experience
• High School Diploma or G.E.D. equivalent
• Four years of professional clerical experience in a fast-paced, professional environment, supporting an executive-level position
• Bachelor’s degree is highly desirable
• Any combination of experience and education that provides required knowledge and abilities will meet minimum qualifications
• Possession of, or ability to obtain, a valid Class C California driver license
Knowledge and Abilities
• Knowledge of and ability to apply standard office practices and procedures, including records processing procedures, tracking and filing practices, and operation of office equipment and software
• Knowledge and understanding of English grammar and composition; superior attention to detail and the ability to compose, review, and edit documents for accuracy and relevance
• Ability to monitor, track, and report on financial data
• Ability to analyze complex issues and interpret, explain, and apply applicable policies, laws, codes, ordinances, and regulations
• Ability to appropriately handle sensitive information using professional judgment and confidentiality
• Ability to manage multiple tasks simultaneously, while meeting deadlines and being flexible to changing priorities
• Ability to work independently as well as collaborate as part of a team
• Ability to lead, mentor, and train other administrative staff in the department
• Ability to establish and maintain effective working relationships with coworkers, other City divisions, and the public
• Ability to provide excellent customer service to both internal and external customers and effectively resolve conflicts
• Ability to communicate clearly, concisely, and effectively both verbally and in writing and ability to understand and carry out verbal and written instructions
• Strong computer skills and the ability to proficiently use Microsoft Word, Excel, and Outlook
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds
Additional Information
This position will remain open until filled. The first review of applications will be on Thursday, September 14, 2023.
An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.
The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
01
Do you have a high school diploma or G.E.D. equivalent? (proof will be required prior to job offer.)
02
Do you possess at least four years of progressively responsible clerical support experience in a professional office environment?
03
Describe your experience supporting a department or division. Include the number and level of staff you supported and the scope of work you were responsible for.
04
Describe a project you’ve worked on that demonstrates your ability to prioritize your workload and meet critical deadlines.
05
Provide an example of a time when you believe you provided exceptional customer service. Describe the situation and actions you took.
06
What interests you most about this position?
Required Question