Administrative Assistant (Part Time)

The Position

The City of Carlsbad, Library & Cultural Arts Department is hiring a part-time, hourly, administrative assistant to provide support with the development, processing, and tracking of contracts and agreements and related financial documentation.

Key Responsibilities

• Aid in the development, processing, and tracking of agreements/contracts, invoices and related documents
• Assist in monitoring financial transactions including accounts payable, purchase orders and cash reconciliation
• Record keeping including filing, spreadsheets and data entry
• Answer phones, meet and communicate with the staff and public

Qualifications

• Must have completed some college coursework
• Minimum of 3 years of clerical experience
• Must have experience with contractual agreements and familiarity with legal document formats and language
• Must have had experience working with the public
• Proficient in Microsoft Office (including Word, Excel, Outlook and Access)
• Possess high level of attention to detail
• Excellent written/verbal communications skills
• Work cooperatively in a shared space
• Be well organized and able to manage multiple tasks in a fast-paced environment
• Be dependable, flexible and patient
• Have excellent problem solving and decision-making skills
• Demonstrate initiative and follow-through

Experience & Education

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would qualify. For the part-time Administrative Assistant position, a typical way to acquire the skills and abilities would include at least three years of experience participating in the preparation of contracts, agreements, reports, filing, and public interaction and completion of some college coursework.

Physical Requirements

• Sit, walk and stand while performing the duties of this class
• Use written and oral communication skills while performing the duties
• Observe and interpret people and situations while performing the duties
• Learn and apply new information or skills while performing the duties
• Interact with staff and others encountered in the course of work while performing the duties
• Safely handle up to 40 pounds while performing the duties, for example, setting up and breaking down tables and chairs for an event.

APPLE Savings Plan

Employee Assistance Program: EAP

Benefits

• 40 hours of sick leave per fiscal year (July 1- June 30)
• Eligible to use after the first 90 days of work