Administrative Assistant I/II

Job Description:

Administrative Assistant I/II

Description

Description/Special Instructions

The City of Elk Grove is now accepting applications for the position of

ADMINISTRATIVE ASSISTANT I/II

Administrative Assistant I: $51,693.00 - $69,287.00 Annually

Administrative Assistant II: $57,123.00 - $76,565.00 Annually

The City of Elk Grove Human Resources Department has an immediate opening for an Administrative Assistant I/II. The Administrative Assistant I/II performs a wide array of administrative support in a fast-paced team environment. A strong work ethic, collaborative approach to solving problems, and an innate desire to provide quality customer service are essential stills needed to succeed in this role. The ideal candidate will be detail-oriented and incredibly organized.

Tentative Recruitment Timeline (subject to change)

Filing Deadline: 11:59 PM on March 3, 2025

Written Exam: March 17, 2025 (in person)

Oral Board Interviews: April 1, 2025 (virtual)

Final Selection Interviews: April 3, 2025 (in person)

The City offers a competitive salary and generous benefit package including CalPERS retirement benefits, a deferred compensation match and more. Why work for the City of Elk Grove? Proud Heritage. Bright Future.

Community Profile

Elk Grove is a vibrant, family-friendly community of approximately 178,124 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

Representative Duties

DEFINITION

Under immediate to general supervision, performs routine to advanced administrative support work in support of assigned programs, division, or department; coordinates assigned activities with other divisions, outside agencies, and the public; assists in the development of contracts, grants, and program deliverables; monitors budget expenditures; reviews and process invoices, payments, and refunds; prepares, tracks, and maintains vendor contracts; provides information and assistance to other City staff and the general public regarding assigned programs, policies, and procedures; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Administrative Assistant I) to general supervision (Administrative Assistant II) from assigned management or supervisor personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Administrative Assistant I: This is the entry level classification in the Administrative Assistant series. Initially under close supervision, incumbents learn and perform routine administrative and programmatic work in an assigned program, division, or department. As experience is gained, assignments become more varied, complex, and difficult. Close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Administrative Assistant II : This is the journey level classification in the Administrative Assistant series . Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. 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.

Positions in the Administrative Assistant class series are flexibly staffed and positions at the II-level are normally filled by advancement from the next lower level upon management approval, after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class, subject to budgetary funds.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Some duties, knowledge, skills, and abilities may be performed/exercised in a learning capacity for entry-level (I-level) positions.

• Receives and responds to requests for information, records, and documents; converts hardcopy records into digital formats; indexes digital records into an electronic records system; maintains electronic and hardcopy files; files and retrieves record copies; responds to public complaints.
  
• Participates in planning, coordinating, and implementing assigned programs, projects, and initiatives; participates in the development and implementation of program goals, objectives, policies, procedures, and priorities; participates in the development and implementation of strategies for the achievement of program goals; assists in monitoring assigned programs.
  
• Assists with the preparation and maintenance of department/division annual operating budget; records and monitors expenditures; keeps management informed on the status of budget line items throughout the fiscal year.
  
• Prepares, maintains, and verifies departmental accounting, financial, and grant records, ledgers, logs, and files; compiles, reviews, and records financial data to various departmental accounts; resolves discrepancies; establishes and maintains various files and records; reconciles and processes department transactions; prepares financial reports for management.
  
• Receives new contracts, assists in preparation of contract development; reviews contract agreements for changes and forwards to management for approval.
  
• Provides assistance to management staff; participates in and provides staff support to a variety of committees and boards; prepares and presents reports and other correspondence as appropriate and necessary; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
  
• Assists in organization and coordination of department/division workflow; makes recommendations to management on the same; develops and revises office forms and report formats as required.
  
• Coordinates attendance for staff at required and elective training; registers staff for training and conference events; maintains training records and associated training expenses.
  
• Coordinates travel for departmental personnel including flights, lodging, rental vehicles, and registrations; communicates travel arrangements; maintains and records travel spending for area(s) of assignment.
  
• Participates in community outreach and/or special events for assigned department; assists in event planning and coordination; prepare materials or presentations.
  
• Researches and reviews purchase requests for equipment and supplies; retrieves quotes or bids; documents inventory, purchases equipment and supplies and maintains equipment and supplies; verifies purchase records are accurate and resolve discrepancies.
  
• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft, modified standard format, and brief verbal instructions; develops, revises, and maintains standardized and master documents; composes correspondence and other documents.
  
• May provide clerical/administrative support for Commission/Committee meetings.
  
• Performs related duties as assigned.
  

Qualifications

QUALIFICATIONS

Knowledge of:

• Basic techniques for administrative, financial, statistical, and comparative analyses.
  
• Customer service and public relations methods and techniques.
  
• Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.
  
• Methods and techniques of research and operational and administrative analysis.
  
• Organization and operation of municipal government.
  
• Pertinent federal, state, and local laws, codes, and regulations.
  
• Basic concepts for preparing and monitoring municipal budgets.
  
• Basic concepts of grant application and administration in a municipal setting.
  
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
  
• City and mandated safety rules, regulations, and protocols.
  
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
  
• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
  
• The structure and content of the English language at a level necessary to successfully perform the duties assigned.
  
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
  

Ability to:

• Plan and organize work to meet changing priorities and deadlines.
  

• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.
  
• Basic accounting and bookkeeping principles and practices.
  
• Prepare and proofread correspondence.
  
• Understand and carry out verbal and written instructions.
  
• Work effectively in an environment with frequent interruptions and a high degree of public contact by phone or in person.
  
• Assist with the preparation and monitoring of departmental operational budgets and grants.
  
• Perform a full range of varied, complex, sensitive, and highly responsible office, administrative, secretarial, and routine programmatic support functions of assigned programs, division, and/or department with only occasional instruction or assistance.
  
• Prepare a variety of reports, charts, visual data representation, and other documents.
  
• Interpret and apply pertinent federal, state, and local laws, codes, regulations, and departmental policies and procedures.
  
• Develop and maintain recordkeeping systems.
  
• 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 in the English language at a level necessary for successful job performance.
  

• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
  

• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.
  

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
  

Education and Experience:

• Administrative Assistant I/II: Completion of the twelfth (12th) grade.
  

• Administrative Assistant I: One (1) year of experience performing administrative, clerical, and/or customer service support duties in a professional office environment.
  
• Administrative Assistant II: Two (2) years of increasingly responsible experience providing administrative support for budget, personnel, and program administration at a level comparable to the classification of Administrative Assistant I with the City of Elk Grove.
  

Licenses and Certifications:

• Some positions may require possession of, or ability to obtain by the time of appointment, an appropriate, valid California driver’s license. This requirement may be waived for individuals who are unable to obtain a driver’s license due to a disability.
  

Physical Demands and Work Environment

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds. Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

FLSA Status : Non-exempt.

The information listed above is subject to change and does not constitute either an expressed or implied contract. The City of Elk Grove is an equal opportunity employer and is committed to creating a work environment in which all individuals are treated with respect and professionalism. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Department at (916) 478-2230.

CITY OF ELK GROVE

EMPLOYEE BENEFIT SUMMARY - NON REPRESENTED

Annual Leave (vacation/sick)
Upon Hire 176 hours 6.77 hours per pay period
5 Year Anniversary 216 hours 8.31 hours per pay period
10 Year Anniversary 232 hours 8.92 per pay period
15 Year Anniversary 256 hours 9.85 hours per pay period
20 Year anniversary 272 hours 10.46 per pay period

Deferred Compensation

Employee may participate in a 457 deferred compensation plan up to maximum allowed by law.

Deferred Compensation - City Match

The City will match up to 4% of employee's salary to a deferred compensation plan. There is a 1 year vesting period.

Employee Assistance Program

Available to employee and immediate family.

Flexible Spending Account

Covers IRS approved medical and/or approved dependent care expenses to be paid on a pre-tax basis.

• Medical spending up to $3,300.00 annually.
• Dependent care up to $5,000 annually.
• Adoption Assistance FSA up to $16,810 annually.

Health (Medical) Insurance
The City participates in the CalPERS Health Plan (PEMHCA) and offers a "cafeteria plan," which includes a monthly City contribution that an employee may apply toward premiums for medical insurance.

The City's Contribution rates for the 2025 plan year are as follows:

Single: up to $1,001.61 per month
2-Party: up to $2,003.22 per month
Family: up to $2,604.19 per month

Employees who show evidence of other group health insurance coverage and waive enrollment in a CalPERS health plan shall receive a taxable in lieu cash fringe allowance of $300 per month.

Dental Insurance
100% City paid for employee and eligible dependents if enrolled in the City's medical plan.

Vision Insurance
100% City paid for employee and eligible dependents if enrolled in the City's medical plan.

Pet Insurance
City employees are eligible to purchase pet insurance at a discounted premium rate through MetLife.

Supplemental Health Insurance
The City provides supplemental health insurance up to $15,000 per year for eligible participants.

Retirement Health savings Account

City provided defined contribution program for IRS-eligible medical expenses upon retirement.

Holidays

Twelve (12) paid holidays per year and sixteen (16) floating holiday hours per fiscal year. Employees who are assigned by the Police Chief to work shifts receive a 5% Holiday Pay Differential in lieu of paid holidays and eight (8) floating holiday hours per fiscal year.

Alternative Work Schedules
Available depending on Department

Life Insurance

City provides Life insurance at 1X base salary with a minimum of $50,000 and maximum of $300,000. Additional life insurance may be purchased by employee up to a maximum of $500,000.

Military Leave

The City will pay qualified employees any difference between his/her base salary and the amount received in military reserve pay for regularly scheduled annual training that requires the employee to take military leave from his/her regular work week.

Retirement -PERS
Your CalPERS Pension formula will be dependent upon your hire date with the City of Elk Grove and/or your status with any Public Retirement System.

• 2.7% at 55 if hired before 8/12/12.
• 2% at 55 if hired after 8/12/12 and a current Classic member of CalPERS.
• 2% at 62 if hired after 1/1/13 and not a Classic member of CalPERS.

Internal applicants will remain in their current retirement formula unless they are moving from a safety to miscellaneous classification.

Short Term/Long Term Disability

• The City provides Short-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $2,300 per week and Long-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $15,000 per month.
• The City also provides Paid Family Leave coverage @ 60-70% of weekly earnings up to a maximum of $,1623 per week.

City employees DO NOT contribute to the California State Disability Insurance (SDI) program.

Social Security

City offers an IRS qualifying retirement plan, therefore, employees do not currently participate in the Social Security program.

Tuition Reimbursement

80% up to $2,000/year for City related Certification programss.
80% up to 3,500/year for Associates, Bachelors or Masters Degree

Wellness Program

Amazing on-site Wellness Coordinator and multiple fitness and wellness classes such as yoga and pilates available throughout the week!

Closing Date/Time: 3/3/2025 11:59 PM Pacific

Salary:

$51,693.00 - $76,565.00 Annually