Administrative Assistant - Building & Safety

The City of Murrieta is accepting applications for the position of Administrative Assistant to fill one (1) current vacancies in our Building & Safety Division in the Development Services Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

The City of Murrieta is seeking a highly organized, customer-focused, and proactive administrative professional to support the Development Review Coordinator and Development Services Department.

This position will provide essential administrative, financial, and project coordination support, including budget and cost tracking, invoice preparation, timekeeping, project records, meeting coordination, correspondence, and monitoring deadlines and follow-up items. The position will also assist with communication among applicants, consultants, outside agencies, and City departments to help keep projects organized and moving forward.

The ideal candidate will demonstrate strong initiative, attention to detail, judgment, follow-through, and a willingness to learn the development review process. This position will serve as a key resource to the Development Review Coordinator by taking ownership of routine coordination and administrative responsibilities, anticipating needs, and helping provide a responsive and efficient customer experience.

Work Schedule: This position is currently assigned a regular 9/80 work schedule; however, the schedule is subject to change based on operational needs.

DEFINITION
Under general supervision, performs a variety of administrative, secretarial, and office support duties requiring thorough knowledge of the assigned department, division, or program, its procedures, and operational details; provides administrative support to various departmental staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry and organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing; provides information to the public and City staff; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management staff. May provide functional direction to assigned administrative support staff.

CLASS CHARACTERISTICS
This is the fully qualified journey-level classification in the higher-level administrative assistant series. Positions at this level provide administrative support to Division heads and departmental staff. Positions at this level are capable of performing complex administrative and office support duties, including taking and transcribing meeting minutes and assisting in department-related projects and programs. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Executive Assistant in that the latter provides complex administrative support to an assigned department head, oversees the workflow of the office, and provides functional or direct supervision over lower-level support staff.

ESSENTIAL FUNCTIONS.Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations consistent with the Americans with Disabilities Act (ADA) and California Fair Employment and Housing Act (FEHA) to enable qualified individuals to perform the position’s essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role’s overall responsibilities

• Provides administrative support to an assigned supervisor or manager in the daily management of operations
• Prepares, types, and/or processes various documents requiring professional knowledge of the department, division, or program functions, which may include, but are not limited to, permits, licenses, applications, vouchers, claims, meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal/official documents, bid documents, etc.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting secretary, including preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes for assigned meetings, boards, and commissions; prepares departmental agenda items for City Council or other committee, commission meetings
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files
• Performs various accounting/bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable/receivable, preparing financial reports and statements, compiling information for budget purposes, maintaining and balancing accounts, preparing bank deposits, processing payroll, etc.
• Prepares, copies, collates, and distributes a variety of documents, including agendas, bid packages, contracts, agreements, informational packets, and specifications; ensures proper filing of copies in departmental or central files
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, files, and report summaries; retrieves information from systems as required
• Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; researches records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries
• Creates and submits building maintenance requests; follows up to ensure work has been completed
• Communicates with officials and staff of other departments and agencies to obtain and relay information and to coordinate activities
• Receives and responds to inquiries, in oral or written form, from the public or other agencies concerning department/division operations
• Performs other clerical/administrative work as required, which may include but is not limited to copying documents, filing/retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars, maintaining inventory of supplies and materials, etc.
• Prepares and distributes outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to ensure accuracy.
• Updates and maintains assigned web page content
• Organizes, coordinates, and attends various meetings and training as required or appropriate
• Completes special projects as assigned
• Observes and complies with City and mandated safety rules, regulations, and protocols
• Performs other duties as assigned

Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes:

• High School Diploma or equivalent (GED), supplemented by college-level coursework and/or technical training in secretarial science, office administrative support, accounting, or a related field and
• Three (3) years of increasingly responsible office support experience

• Ability to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.

SPECIAL REQUIREMENTS

Disaster Service Workers

In accordance with Government Code 3100, this position is declared to be a disaster service worker subject to such disaster service activities as may be assigned to them by their superiors or by law.

Basic Pre-Employment Requirements (Tier 1)
Final candidates must successfully complete a basic pre-employment screening process, which includes a Department of Justice Live Scan (DOJ/LS) background check and a non-safety pre-employment physical examination to ensure the ability to perform the essential functions of the position, with or without reasonable accommodation.

• Business administrative policies and procedures
• City and department programs, goals, and policies and procedures of the assigned department/division
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility
• Principles and practices of data collection and report generation
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program
• Record-keeping principles and procedures
• Financial record-keeping and budget preparation
• Business arithmetic, including percentages and decimals
• Principles of providing functional direction and training
• City and mandated safety rules, regulations, and protocols
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff

• Perform difficult and complex administrative statistical and functional work involving the use of considerable independent judgment
• Maintain confidentiality of information received
• Gather and compile department/division-specific information from a variety of sources
• Prepare, review, and present reports, recommendations, and other correspondence and communications in a clear and concise manner
• Compose correspondence and reports independently or from brief instructions; maintain records and databases
• Make accurate arithmetic computations
• Establish and maintain a variety of filing, record-keeping, and tracking systems
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed
• Organize own work, set priorities, and meet critical time deadlines
• Plan, organize, and coordinate the work of assigned staff
• Effectively provide staff leadership and work direction
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

APPLICATION PROCEDURE
A City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov.
 
SELECTION PROCESS

Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most qualified candidates will be invited to continue in the selection process. 

The examination process may include a combination of appraisal interviews, performance tests, and writing exercises designed to evaluate the candidates' skills, training, and experience. 

Successful candidates will be placed on an eligibility list. The City reserves the right to merge eligibility lists as needed. Final selection is contingent upon successful completion of all required pre-employment requirements

EQUAL EMPLOYMENT OPPORTUNITY
The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.

THE COMMUNITY

Located just north of San Diego County, the City of Murrieta is home to approximately 120,000 people.  Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S.  With top-ranked schools, 53 parks, and 1,300 acres of parks, trails, and open space, it is consistently ranked the top place to live in SW Riverside County.  With a dynamic business environment, one of the lowest unemployment rates in the state, and a high median income. Murrieta offers its residents an exceptional quality of life in an engaged and connected community.

FLSA Status: Non-Exempt 

Organization: Murrieta General Employees Association

Adopted: 6/2018