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City of Sacramento · 1 week ago

Senior Staff Assistant

Sacramento, CA

Full-time

Onsite

Senior Level, Lead/Staff

3+ years exp

The City of Sacramento is seeking a Senior Staff Assistant to join its Personnel Services Division. The role involves performing a wide variety of responsible, confidential, and complex clerical duties to support the hiring process for various academies and trainings within the Police Department.

CommunitiesGovernmentNon Profit

Responsibilities

Researches, compiles, tabulates, checks, and maintains data for special projects and various statistical and financial reports; prepares basic statistical reports, charts and graphs; maintains records for funds and expenditures; maintains complex filing systems and databases. compiles and maintains confidential materials and records related to labor negotiations

Types and proofreads a variety of documents including reports, memos, and statistical charts from oral direction, rough draft forms, copies, notes, or transcribing machine recordings; operates adding machines and other office equipment; composes routine correspondence

Receives, reconciles and matches bills, claims and other documents, verifies information and searches for missing information; maintains inventory records and information logs; processes purchase requisitions; maintains purchase records; resolves errors in orders received and invoices; orders office supplies; submits expense claims

Compiles, tracks, and maintains contract and insurance certificate files for consultants and vendors; reviews and analyzes such contracts and certificates to ensure compliance with the City’s insurance requirements; processes, completes, and forwards proper forms with necessary signatures to appropriate outside administrative agencies on a timely basis

Schedules appointments and various meetings; acts as receptionist; answers the telephone and waits on the general public, gives information on department policies and procedures as required

Issues, receives, types, and processes various applications, permits, and other forms; reviews, process and files routine forms; responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations; explains program requirements

Assists in the training of new personnel

Provides exceptional customer service to those contacted in the course of work

Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification

Qualification

Clerical experienceRecord keepingData managementCustomer serviceOffice equipment operationBusiness writingInterpersonal skillsOrganizational skillsCommunication skillsTeamwork

Required

Must successfully pass a thorough background investigation, including a criminal history check for job-related convictions, fingerprinting, polygraph test, credit check, and a drug use history

Strong customer service and interpersonal skills

Ability to thrive in a small team environment

Self-motivated and able to work independently

Highly organized to ensure the timely and efficient hiring of employees for various academies and trainings

Comfortable working with professional and sworn staff of all levels in the Police Department, as well as other City staff and any organizational partners

Researches, compiles, tabulates, checks, and maintains data for special projects and various statistical and financial reports

Prepares basic statistical reports, charts and graphs

Maintains records for funds and expenditures

Maintains complex filing systems and databases

Types and proofreads a variety of documents including reports, memos, and statistical charts

Operates adding machines and other office equipment

Composes routine correspondence

Receives, reconciles and matches bills, claims and other documents

Verifies information and searches for missing information

Maintains inventory records and information logs

Processes purchase requisitions and maintains purchase records

Resolves errors in orders received and invoices

Orders office supplies and submits expense claims

Compiles, tracks, and maintains contract and insurance certificate files for consultants and vendors

Reviews and analyzes contracts and certificates to ensure compliance with the City's insurance requirements

Processes, completes, and forwards proper forms with necessary signatures to appropriate outside administrative agencies on a timely basis

Schedules appointments and various meetings

Acts as receptionist and answers the telephone

Gives information on department policies and procedures as required

Issues, receives, types, and processes various applications, permits, and other forms

Reviews, processes and files routine forms

Responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations

Explains program requirements

Assists in the training of new personnel

Provides exceptional customer service to those contacted in the course of work

Three years of progressively responsible clerical experience equivalent to a Staff Assistant classification in the City of Sacramento

Completion of specialized business or clerical courses may substitute for experience on a year-for-year basis to a maximum of one year

Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status

Type at a speed of 40 to 50 net words per minute

Maintain the confidentiality of selected documents and records as required

Set up and type reports, correspondence, memos, charts, and related documents

Operate modern office machines and equipment

Learn department policies, procedures, organization, and operating details

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities

Understand, interpret, and apply a body of technical information beyond normal department policies and procedures

Communicate effectively, verbally and in writing

Work cooperatively with other departments and outside agencies

Work independently with minimal supervision