Administrative Assistant

About the role

The City of Tustin is currently seeking professional, detail-oriented applicants for the position of Administrative Assistant. This recruitment will be used to fill two vacancies that offer an opportunity to support the important work of either the City Clerk's Office or the Human Resources Department.

Responsibilities

• Greets and receives visitors and answers incoming calls;
• Answers routine questions and provides basic departmental information;
• Distributes forms, permits, and informational materials;
• Routes or directs individuals to supervisors, staff members, or external agencies as appropriate;
• Prepares a variety of documents in draft and final form from written or oral instructions, including basic letters, forms, charts, and summary reports;
• Reviews and proofreads a variety of written documents and records for completeness, accuracy, and correct grammar, spelling, and punctuation, including correspondence, timesheets, invoices, requisitions;
• Records, files, and maintains information and alphanumeric data;
• Compiles and prepares basic reports regarding departmental activities by researching, compiling, and summarizing information contained in various sources such as paper and electronic files, financial database software, correspondence, and notes;
• Schedules conference rooms and facilities for meetings and events;
• Registers participants in classes and sports programs;
• Collections and processes fees;
• Issues receipts, permits, and contracts;
• Creates, labels, and maintains electronic and paper filing systems;
• Scans, files, maintains, purges, and archives correspondence, records, and other written documents;
• Opens, sorts and distributes incoming mail;
• Prepares letters and informational materials for outgoing mail;
• Prints documents and makes photocopies;
• Compiles, prepares and organizes documents for mailing, distribution, and use by department staff;
• Orders and maintains inventory of departmental supplies;
• Processes invoices for payment;
• Creates and processes purchase orders;
• Provides backup support to administrative support staff.

Requirements

• A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification.
• A typical combination includes: Graduation from high school; and two (2) years of general clerical experience.
• Possession of a valid California Class C driver's license and an acceptable driving record.
• Satisfactory results from a background investigation, physical examination and administrative screening.

Qualifications

To view the knowledge, skills, & abilities required of the position, please follow the link here.

Working Conditions & Physical Demands

Information on the physical demands, mental demands, and work environment can be found by following the link here.

Benefits

To be considered, a City application, supplemental questionnaire, AND typing certification verifying a typing speed of at least 50 net words per minute (nwpm) must be submitted. For typing certification requirements, CLICK HERE.

City of Tustin is an Equal Opportunity Employer

Pay

The City of Tustin offers a comprehensive compensation and benefit program that includes:

• FLEXIBLE BENEFIT PLAN
• RETIREMENT
• LIFE INSURANCE
• LONG-TERM DISABILITY
• ALTERNATIVE WORK SCHEDULE
• RETIREE HEALTH INSURANCE
• MEDICARE
• SPECIALTY PAY

Schedule

The City of Tustin offers a comprehensive compensation and benefit program that includes:

• EMPLOYEE ASSISTANCE PROGRAM
• TUITION REIMBURSEMENT
• SECTION 125 MEDICAL & DEPENDENT CARE PROGRAM

Application Instructions

Which position(s) are you interested in?

1. Only the full-time position with full employment benefits
2. Only the part-time, non-benefited position
3. Both positions

If you are interested in the part-time, non-benefited position, please describe your current availability to work, including any days, times, or known commitments that may affect your availability in the foreseeable future. If you are only interested in the full-time position, write “N/A.”

Can you type at a rate of at least 50 net words per minute? You are required to provide a typing certificate that verifies you can meet this qualification. Please see the City's Typing Certification Instructions linked within the job flyer for specific requirements.