Description and 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.

• Relieves Department Director of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; plans, organizes, and carries out administrative assignments and special projects related to assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms
• Collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations
• Coordinates and participates in the preparation of department budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices
• Performs other financial and accounting related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials
• Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the Department Director and other management and department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer
• 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
• Designs and implements file, index, tracking, and record keeping systems
• May maintain department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers' compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers
• May serve as secretary to a board, commission, or special task force; provides a variety of support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required
• Prepares and processes reports, forms, and records, such as City Council agenda items, claims filed against the City, payroll, requests for payments, requests for proposals, bid packages, contracts and agreements, and reimbursement requests
• Coordinates and integrates department services and activities with other agencies and City departments
• Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork
• Maintains calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings
• Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; refers matters to appropriate City staff and/or takes or recommends action to resolve the request or complaints/follow up to ensure issue has been appropriately handled
• May provide technical and functional direction and training to assigned subordinates to ensure office work flow is maintained and office goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office procedures
• Completes special projects as assigned
• Observes and complies with City and mandated safety rules, regulations, and protocols
• Performs other duties as assigned

Minimum Qualifications

• High School Diploma or equivalent (GED), supplemented by college-level coursework and/or specialized courses and
• Five (5) years of responsible secretarial experience or two (2) years of experience equivalent to an Administrative Assistant with the City of Murrieta

Disaster Service Workers

In accordance with government code 3100, "Disaster Service Workers" (DSW) during emergencies. This law stipulates that public employees can be assigned to emergency activities to support the public's health, safety, and property during natural, man-made, or war-caused disasters.

Tier 1 – Basic Pre-Employment Requirements
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.

Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions

• Practices and methods of office management and administration
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility
• Principles and procedures of record-keeping and reporting
• Principles and practices of data collection and report preparation
• Business letter writing and the standard format for reports and correspondence
• Business mathematics and basic statistical techniques
• 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

• Maintain confidentiality and discretion in handling and processing confidential information and data
• Perform responsible administrative support work with accuracy, speed, and general direction
• Provide varied and responsible office administrative work requiring the use of tact and discretion
• Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities
• Compose correspondence and reports independently or from brief instructions
• Understand and carry out complex oral and written directions
• Research, analyze, and summarize data and prepare accurate and logical written reports
• Make accurate arithmetic, financial, and statistical computations
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work
• 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
• Plan, organize, and coordinate the work of assigned staff
• Independently organize own work, set priorities, and meet critical time deadlines, and follow-up on assignments
• 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

Supplemental Information

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: MPC 

Adopted: 6/2018

THE CITY OF MURRIETA ORGANIZATIONAL VALUES

Integrity

We are ethical, honest, and fair in all we do.

Public Service

We deliver responsive and caring service to our community, customers, colleagues, and region. 

Professionalism

We exemplify professionalism through our knowledge, accountability, initiative, and dedication.

Teamwork

We thrive in a positive work environment noted for collaboration, support, diversity, and balance. 

Leadership

We demonstrate leadership, guide stewardship of resources, and cultivate a vision for the future.