• Graduation from high school or possession of a GED; and
• One (1) year general clerical, typing and filing experience or 18 months general clerical experience of which 12 months has included typing and filing.

• Possession of a valid California Class C driver’s license.
• Certification of the ability to type at a net rate of 50 wpm on a computer.

This class is distinguished from other City office support classes in that the incumbent supports the Office of the Mayor and City Council.

Each position in this classification may not include all the duties listed below, nor do the examples cover all duties that may be performed.

Under general supervision: 

• Compose correspondence or memoranda from a wide variety of material from rough draft or copy, marginal notes, or verbal instructions, and various other forms, materials, and statistical data;
• Type letters, circulars, agendas, reports, proclamations, requisitions and purchase orders involving the use of some independent judgment;
• Perform routine posting and make entries in departmental records;
• Maintain files and card indexes; figure and type purchase requisitions;
• Prepare payrolls or work reports; proofreads;
• Operate office machines and common office equipment including a personal computer, copier, and facsimile machine;
• Act as departmental Executive Assistant in the absence of the Executive Assistant, receiving the public, scheduling meetings, giving out information personally or by telephone, letter or email, and reading and routing departmental mail;
• May provide back-up clerical support as assigned;
• Perform responsible and confidential administrative duties for Mayor and Council Members;
• Coordinate office activities and schedules;
• Develop and recommend office procedures and systems;
  
• Review and evaluate mail to identify those items requiring priority attention to Council Members;
  
• Draft correspondence or memoranda for Staff signature;
  
• Respond to public inquiries, both on the telephone and in person, utilizing independent judgment, tact and initiative; exhibit familiarity with functions of the City;
• Perform other related duties as assigned.

Knowledge of:

• Principles and methods of business letter and report writing;
• Pertinent City functions, policies, rules and regulations;
• Principles and practices of office administrative and departmental operations;
• Basic organization and function of municipal government, including the role of an elected City Council and appointed boards and commissions; functions and role of the City Manager and City operations;
• Office safety practices, procedures and standards;
• Research methods and techniques; and
• English usage, spelling, grammar and punctuation.

Ability to:

• Follow and carry out complex oral instructions;
• Research, analyze and investigate work related issues;
• Evaluate situations, identify problems, make logical decisions and follow through on resolution;
• Interpret and apply administrative and departmental policies, laws, and rules;
• Working in the interest of the City, perform tasks without being told;  self starter;
• Verbally communicate clearly, and deal tactfully, courteously and effectively with both internal City clients and the general public;
• Respond to the general public, both verbally (in person and by telephone) as well as in writing;
• Compose general correspondence, letters and reports;
• Communicate clearly and effectively in writing by using correct English grammar, spelling and punctuation;
• Follow and carry out complex written instructions;
• Assist Council Members in preparation for city council, committee and miscellaneous meetings as required;
• Establish and maintain effective working relationships with those contacted in the course of work;
• Work in a team-based environment and achieve common goals;
• Effectively handle multiple priorities, organize workload and meet strict deadlines;
• Walk or stand for extended periods of time and bend, stoop, reach, carry, climb, and lift as necessary to perform assigned duties;
• Type accurately at a speed of 50 words per minute;
• Operate and use a variety of modern office equipment, and computer software programs including current windows applications, MS Word, Excel, email and the Internet, and to learn and operate new programs as required;
• Maintain efficient and effective department filing systems and databases; and
• Effectively perform highly responsible, complex and sensitive administrative support work with speed and accuracy.

• Must be able to perform all of the essential functions of the job assignment.
• May be required to work unusual hours and weekends in the performance of their duties.