Administrative Assistant - PD

About the Department

THE CITY OF ATASCADERO

IS NOW ACCEPTING APPLICATIONS FOR THE POSITION OF

ADMINISTRATIVE ASSISTANT

THE DEPARTMENT:

The Atascadero Police Department serves the City of Atascadero, which is a small, beautiful California central coast community located in San Luis Obispo County. The City has a population of 30,000 residing in an area just under 27 square miles. Our community is a great place to live, work and raise a family! We are situated along Highway 101, halfway between the metropolitan areas of Los Angeles and San Francisco. The community is located in the Paso Robles wine region and is a short 20-minute drive to the beach and Highway 1. We are within a three-hour drive to Yosemite National Park and two hours to Monterey or Carmel. For those that enjoy the outdoors, we are close to four local lakes, a national forest and endless hiking and biking trails.  Become a member of an organization consisting of hardworking individuals who are passionate about making a positive impact through public service. The organizational environment encourages collaboration and productivity and is fostered by engaged management, all working for the betterment of the community. 

GENERAL PURPOSE: 

Performs a variety of responsible, confidential and complex clerical and administrative assignments and provides office management and clerical support to the department. Acts as a liaison with other City departments, staff, outside agencies and the public for the assigned Department. Duties are determined by the fluctuating needs of the department.

SUPERVISION RECEIVED AND EXERCISED:  

Receives direction from designated department managers or mid-managers. When appropriate and as directed, may exercise supervision over clerical staff within the Department.

Position Duties

• Performs a variety of responsible, confidential and complex administrative assignments.
• Provides office management and secretarial/clerical support to the Department.
• Acts as a liaison with other City departments, staff, outside agencies and the public for the Department.
• Maintains the Department Head’s calendar; schedules appointments and arranges for conferences, meetings, and events for the Department Head and Department staff, including travel arrangements.
• Independently composes, compiles and prepares correspondence, reports and related documents. Creates, proofreads and edits a wide variety of complex and confidential reports, letters, presentations and charts; processes from rough draft or verbal instruction. Drafts, proofs and finalizes articles, correspondence, memos and reports.
• Compiles, analyzes and reconciles various reports and data.
• Prepare and assist with processing of department financial information including invoices, payroll and budget.
• When appropriate and as directed, supervises clerical staff within the Department, including organizing work, hiring, training and evaluating personnel.
• Assisting with department level personnel activities such as recruitments; applicant tracking; personnel evaluation review and tracking; filing.
• Manage local, state and federal grant-funded programs.
• Prepare staff reports on behalf of the department for council presentation.
• Department-specific duties may differ greatly from department to department. Dependent upon assignment, this position may have responsibility for: 
  •  Duties related to the City Clerk’s office, assisting with the City Clerk with the preparation, review and posting of City Council meeting agendas and staff reports, responding to Public Records Requests, Records Management, election related duties, taking and transcribing minutes of various meetings, and more.
  • Duties related to the City’s Marketing, Promotions and Events activities, including assisting with preparation/setup and take-down for certain events; assisting with the Atascadero Tourism Business Improvement District (TBID) meetings, taking and transcribing minutes of ATBID meetings; and other marketing, promotions and events related activities, as directed.
  • Providing clerical and other services related to Dial-a-Ride Transit/Dispatch operations; Community Development Block Grant (CDBG) program activities; and annual Wastewater utility billing.
  • Manage programs such as weed abatement, chipping, burn season, mutual aid, and Fire Prevention Week.
• Performs departmental notarial services.
• Performs other duties, similar to the above in scope and nature, as assigned.

Minimum Qualifications

• A minimum of five years of any combination of education, training and/or work experience that has provided the knowledge, skills and ability necessary for satisfactory job performance in this position.
• Experience in public administration is preferred.

• Thorough knowledge of City organization, policies and procedures; operations, services and activities of all City departments.
• Considerable knowledge of State laws applicable to municipal government; pertinent Federal, State and City codes, laws and regulations.
• Skills in complex clerical / administrative duties such as modern office procedures and equipment, business writing, principles of good customer service, and record management.
• Skills in electronic mail, word processing and spreadsheet software programs.
• Dependent upon department assignment, possession of or ability to obtain a California State Notary Public commission is desirable.

• Perform complex and confidential clerical, secretarial and administrative support services involving the use of independent judgement and personal initiative.
• Interpret and apply administrative and departmental policies and procedures.
• Respond to requests from the public. Communicate tactfully and effectively with members of the public, co-workers and officials.
• Prioritize work, perform multiple functions at once and meet deadlines.
• Supervise clerical staff.
• Operate and use standard modern office equipment including telephones, computers, typewriters, calculators, copiers, printers, scanners, etc.
• Type at a minimum net speed of 50 words per minute.
• Work independently.
• Establish and maintain effective working relationships with those contacted in the course of work.

Other Qualifications

SPECIAL REQUIREMENTS:

• Pursuant to California Labor Code Section 3211.9, service is essential in times of extreme emergency or disaster. For this reason, State law designates public employees as “Disaster Service Workers”. Even when off-duty, this position may be required to return to duty in case of emergency or disaster. 
• Must possess excellent customer service skills using tact, judgement and discretion, with a flexible, approachable, friendly demeanor.
• Must be in possession of a valid and appropriate California Driver License and a satisfactory driving record.
• Must be a permanent United States citizen or hold status of an immigrant “Permanent Resident;”
• Must be able to pass a medical examination administered by the City medical consultant

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
• While performing the duties of this job, the employee is frequently required to sit, talk and hear. 
• The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. 
• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Most work for this position is generally performed in a standard office setting. The noise level in the work environment is usually quiet.

SELECTION GUIDELINES: 

Formal application, rating of education and experience; oral interview and reference check; and job-related tests may be required. The duties listed above 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 position. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.