KNOWLEDGE OF:

City policies and protocols; program administration practices; research methods involving the use of department databases; office administration practices and procedures; correct English usage, including spelling, grammar and punctuation; city organization, ordinances, rules, programs, policies and procedures applicable to departmental operations; basic functions of public agencies, including the role of an elected Council and appointed boards and commissions; rules and procedures governing public notices and conduct of public meetings; word processing, spreadsheet, graphics, and database software applications; record keeping, filing, purchasing, and accounting practices and procedures; communications methods; effective customer service techniques; effective leadership techniques.

EDUCATION/TRAINING/EXPERIENCE

High School graduation or G.E.D. equivalent is required, preferably supplemented by education, training and certification in office management, supervision, and the use of office and database software products. Three years of administrative and customer support experience is required, preferably including some lead experience. Experience within a specific field related to the position assignment is highly desirable.

CERTIFIED TYPING SKILLS OF 45 WPM IS REQUIRED WITHIN ONE YEAR OF APPOINTMENT TO THIS POSITION. AN ORIGINAL TYPING CERTIFICATE PREDATED UP TO ONE YEAR, MUST BE SUBMITTED ALONG WITH THE COMPLETED APPLICATION. THE TYPING CERTIFICATE MUST BE FOR 45 WPM NET (AFTER ERRORS) ON A 5-MINUTE TIMED TEST.

Acceptable typing certificates must meet all of the following requirements:

• A five (5) minute timed test including the gross speed and number of errors (gross speed – errors = net speed).
• Certification must be in writing and test taken within 12 months of submission to the Buena Park Human Resources Office.
• Certification must be verifiable and include a valid administrator’s name, signature, address and telephone number.

GENERAL PURPOSE

Under general supervision, performs a broad range of varied and difficult administrative, technical, secretarial, and clerical functions in support of a department or one or more divisions; administers databases, supports commissions or committees, and prepares and reviews records and reports; provides technical direction or supervision to clerical and administrative support staff; and does related work as required.

ESSENTIAL FUNCTIONS

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.
1. Organizes and administers information within specialized departmental databases; interprets and utilizes data fields to research and prepare management reports.
2. Schedules appointments and meetings, and arranges for travel or staff attendance at conferences, workshops, and professional functions; coordinates meeting arrangements and may assist with the physical set-up of meeting facilities and conference rooms; notifies meeting participants.
3. Acts as staff liaison to City Commission and/or one or more committees by preparing agendas, taking minutes, researching items, and compiling, submitting, and relaying presentational materials and information to members.
4. Provides divisional and counter support; answers calls, screens visitors, and refers parties to appropriate personnel; assists customers at a public counter and by telephone; responds to inquiries and complaints.
5. Compiles budgetary data and tracks account expenditures; purchases office supplies and equipment and researches information regarding vendors, contractors, and consultants.
6. Prepares, types, and edits correspondence, staff reports, agenda reports, activity reports, audit documents, grant reports, and legislative and statutory correspondence.
7. Conducts surveys and replies to requests for data; researches city and departmental records; prepares tables and exhibits; explains policies and practices; draws conclusions and recommends actions.
8. Creates fliers, public announcements, website collateral, legal statements, and promotional information, and coordinates special events.
9. Establishes and updates division records and archives and considers how this information may be used and verified in various reports.
10. Compiles, submits, and verifies information in departmental timesheets, accrued time-off records, payroll rate adjustments, and personal information change requests.
11. Administers contracts and requisitions for professional services, products, and a variety of other materials; maintains and orders office supplies; oversees payments of invoices and claims.
12. May organize, train, supervise and evaluate the work of office support personnel, as assigned.
13. May act in the absence of the Senior Administrative Assistant in performing various tasks.