Administrative Clerk in Clayton, California at Clayton, City of (CA)

Under general supervision of the City Clerk, the Administrative Clerk performs a variety of secretarial, general clerical and routine administrative duties as required. Sorts, logs and maintains a variety of records and files, provides information and assistance to other city staff and the public regarding assigned programs, policies and procedures. Responsibilities include assisting with preparation and publication of Council agenda, attendance at City Council meetings as needed and assist with the preparation of official City Council minutes. Assists in the administration of the City-wide records and information management system.

The incumbent performs a full range of office and administrative support duties as assigned; provides responsible and universal clerical and secretarial duties. The person in this position receives only occasional instructions or assistance as new or if unusual situations arise and is fully aware of the operating procedures and policies of the work unit. Incumbents are expected to use professional judgment and skill in the performance of assignments, which are subject to review by supervisors.
Class specifications are intended to present examples of the duties performed by employees in the classification. Any one position may not include all the duties listed, nor do the listed examples include all tasks that may be performed by positions in this class.

• Incumbent performs duties as assigned including organize and coordinate work activities, sets priorities and meet critical deadlines, relieve supervisor of administrative work including investigating and answering complaints and aiding in resolving operational and administrative problems.
• Participates in the preparation, distribution and publication of agendas and related materials for public meetings and hearings such as City Council/Successor Agency/Planning Commission meetings; ensures legal requirements are met for publication and posting of agenda and legal notices; attends all publicly noticed meetings as needed; prepares a summary of actions, and minutes.
• Demonstrate a full understanding of applicable policies, procedures and work methods associated with assigned duties. Performs a variety of office administrative tasks like ordering materials and supplies, schedules appointments, maintains a calendar, maintains tickler file; schedules and arranges meetings and makes travel arrangements; organizes meetings by notifying participants, makes room arrangements, and prepares required informational materials.
• Monitor office calls and refer callers to proper authority, sort and distribute mail, respond to visitors and provide information and assistance, research information related to city regulations and office policies, assist city staff in interpreting and applying city policies, procedures, codes and ordinances.
• Accept payments for services, licenses, permits, fees and rentals; may explain billing procedures and other regulatory policies to customers.
• Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; input corrections and updates, verifies data for accuracy and completeness.
• Prepares draft reports, project management documents, resolutions, and ordinances. Reviews finished materials for thoroughness, accuracy, format, compliance with policies and procedures, and appropriate English usage; organize and maintains various administrative, reference and follow-up files.
• Operates a variety of office equipment including a computer, calculator, and copier machines.
• Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.
• Perform other duties as assigned.

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.
The requirements listed below are representative of the minimum qualifications for entry into the classification and do not necessarily convey the qualifications of incumbents in the position.
Knowledge of:

• Organization, operation, and services of the city and of outside agencies as necessary to assume assigned responsibilities.
• Functions and organization of municipal government.
• Applicable federal, state and local laws, codes and regulations including the Brown Act, California Public Records Act and Political Reform Act.
• Modern office administrative practices and procedures, modern office equipment including multi-line telephones, computers and applicable software applications such as word processing, spreadsheets, and databases
• Basic principles and practices of fiscal, statistical, and administrative research, record keeping and report preparation.
• Office safety practices
• Principles and practices of business letter writing and the standard format for typed materials.
• Principles and practices of sound business communication.
• English usage, spelling, grammar and punctuation.
• Customer service and public relations methods and techniques.

Ability to:

• Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
• Perform a variety of responsible and difficult administrative duties and activities of a general and specialized nature in support of the assigned department, division or program area.
• Participate in researching compiling, analyzing, and interpreting data, and applying general and specific administrative and departmental policies and procedures.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Utilize public relations techniques in responding to inquiries and complaints.
• Use sound judgement in following and applying appropriate laws, regulations, policies and procedures.
• Independently prepare correspondence and memos from brief instructions.
• Communicate clearly and concisely, both orally and in writing, and understand and carry out oral and written directions.
• Respond tactfully, clearly and appropriately to inquiries from the public or other agencies.
• Plan and organize work to meet changing priorities and deadlines
• Establish and maintain a variety of files and records, perform routine mathematical calculations.
• Operate office equipment including computers and software applications such as word processing, excel and database applications.
• Maintain effective work relationships and demonstration of skills when dealing with the city staff and general public.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Qualified candidates must possess a high school diploma or G.E.D equivalent, additional specialized general office and clerical training or college level course work in business administration or a related field is desirable.

And

• One (1) year of responsible clerical, secretarial and office administrative support experience which provides the knowledge, skills, and abilities described above.
• Experience in local government agency is desirable.

Licenses and Certifications:

• Possession of a Valid California class C driver license upon appointment.
• Possession of, or ability to obtain, certification through the International Institute of Municipal Clerks as a Certified Municipal Clerk (CMC) is desirable.
• Possession of, or ability to obtain, a California Commission as a Notary Public is desirable.

Special Requirements:

• Ability to travel to different sites and locations.