Administrative Assistant

APPLICATION FILING PERIOD
Ideal Candidate: The ideal candidate is highly organized and detail-oriented, with experience in clerical support, filing, records management, and accurate data entry. The candidate should demonstrate professionalism, discretion, and the ability to maintain confidential records while working closely with the Human Resources Manager. Experience in an administrative or public-sector office environment is preferred, with the ability to follow established procedures and support daily departmental operations.

Job Summary: The Administrative Assistant provides clerical and routine administrative support to the Human Resources Department and works closely with the Human Resources Manager to support the department’s daily operations. Responsibilities include organizing, filing, scanning, indexing, maintaining, and retrieving confidential personnel and departmental records; entering and updating information in designated databases and tracking systems; preparing, copying, processing invoices and assembling documents; maintaining electronic and physical filing systems; and assisting with document tracking, records organization, and other routine office functions. The position assists with ensuring that records are accurate, organized, accessible to authorized personnel, and maintained in accordance with established procedures and confidentiality requirements.

Job Description: Under close supervision, performs routine clerical, typing and customer service for the City of Norco.ESSENTIAL FUNCTIONS: 
Essential functions, as defined under the Americans with Disabilities Act, may include the 
following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE 
ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in 
this class. 
TYPICAL DUTIES & RESPONSIBILITIES: 
Answers and directs phone calls; greets customers and directs to appropriate staff or 
department, and assists customers with routine requests for information; opens, sorts, 
distributes and collects mail for distribution or processing; maintains log of requests and 
information, materials or services provided; follows up on requests not closed in established 
amount of time; addresses and mails information requested when possible. 
Maintains office supplies and office equipment; maintains inventory of supplies or goods and 
records all sales transactions; scans public documentation and places in designated files; adds 
and balances account payments; types memoranda and correspondence; types and edits a 
variety of materials; prepares routine responses to mail inquiries; maintains and updates 
department database; edits and reviews forms for conformance with established regulations and 
procedures to assist other staff as assigned.
Assembles and types financial and statistical data for various reports; processes cash receipts 
and makes change; posts and balances ledgers and creates warrants for check generation; 
maintains and posts fixed assets and inventories; maintains and distributes lists and schedules; 
files, retrieves and re-files reports and documents; pulls files and microfiche data as necessary 
for licensure or permits; copies files, reports and handouts; performs other related duties as 
assigned.
When assigned to Human Resources, maintain a variety of confidential information and 
employee personnel files; assist HR Manager with recruitments, benefits, new hire orientations, 
trainings, customer service and any other duties related to making the division a success. 
CLASS CHARACTERISTICS: 
This is a general employee position throughout the City. This position performs a variety of 
clerical duties. 
Administrative Assistant: Incumbents perform a wide variety of clerical duties. Incumbents 
normally work under direct supervision, but are also expected to work productively on an 
individual basis and/or in the absence of a supervisor. Based on experience and performance 
incumbents may advance to Sr. Administrative Assistant at the discretion of the Department 
Head subject to budget availability.

CONTACTS AND RELATIONSHIP: 
This position has the majority of their interaction with the public and other City employees.QUALIFICATION GUIDELINES: 
The knowledge and abilities which are required to perform the duties and responsibilities of this 
class are as follows:
ADMINISTRATIVE ASSISTANT
Experience: One-year general office experience. 
Education: High School Diploma or equivalent. Some areas of assignment may require 
additional certification(s). 
Preferred qualifications: Equivalent to a Bachelor degree is preferred and experience within Human Resources department. Experience in municipal government or public sector 
Knowledge: Knowledge of office, clerical and customer service methods and techniques; 
basic bookkeeping practices; computer hardware, software and peripherals; 
business English usage, spelling, grammar and punctuation.
Ability: Skill in responding to routine inquiries and complaints from citizens; assembling 
information and statistical data; type 45 WPM. Skill in oral and written 
communications and in establishing and maintaining effective working 
relationships. Good customer service skills. Prompt and regular attendance.
SUPERVISION RECEIVED Department Supervisor
SUPERVISION EXERCISED None.
Environmental Conditions:
The work environment characteristics described here are representative of those that must be met by employees to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee works under typical office conditions with exposure to computer screens, and the noise level is usually quiet. The employee will also be required to perform work in an outdoor environment and group setting; required to drive to various sites within and outside of the City.

Physical Conditions:
Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time. Essential functions may also require maintaining physical condition necessary for walking, standing or driving a vehicle.

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to finger, handle, feel, or operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands or wrists; climb or balance on ladders or stairs; stoop, kneel, and bend at the waist; crouch or crawl; and smell. The employee is frequently required to lift up to 25 pounds unaided.

Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision, and the ability to adjust focus.

Mental Demands:
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathematical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks and projects; and interacts with others encountered in the course of work.


EMERGENCY SERVICES:
All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.  Employees must complete the required FEMA courses within six months of employment.
SELECTION PROCESS:
Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process.  Meeting the minimum qualifications does not guarantee an invitation to participate in the process. Final appointments may be subject to a selection interview with the Department Director or designee and the remaining conditional steps in the hiring process.  This position requires a conditional employment offer based on the successful completion of a drug and alcohol screening.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:
The City of Norco is an equal opportunity employer and does not discriminate on the basis of race, color, ancestry, national origin, religion, creed, age, disability (mental and physical), sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sex orientation, gender identity, gender expression, medical condition, genetic information, marital status, or military and veteran status.  The City is committed to making its programs, services and activities accessible to individuals with disabilities.  If you require accommodation to participate in this recruitment, please contact Human Resources prior to the filing deadline.   We will attempt to reasonably accommodate applicants with disabilities upon request.
BACKGROUND CHECK:
All employment offers are conditional based on the successful completion of a background investigation, physical and drug and alcohol screening at city expense and conducted by a physician designated by the city.  All information on the application is subject to investigation and verification.  Reference checks will be conducted by the City to include at least the following: (1) verification/reference from current and past employers, (2) fingerprinting and Department of Justice criminal background check, and (3) confirmation of necessary licenses, certificates, and/or diploma/degrees. Employees are enrolled in the Department of Motor Vehicles (DMV) government Employer Pull Notice Program.  
DRUG SCREENING:
In accordance with the City’s drug free workplace policy, all employment offers are conditional and based on successful completion of drug test. Class A drivers are enrolled in the Department of Transportation (DOT) random drug testing program.
E-VERIFY:
The City of Norco is an E-Verify employer.  E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.

The provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.