Apply online at: https://www.calopps.org/orinda/job-20524108
Deadline to Apply: July 30, 2024 @ 5:00 pm
Are you a bright, energetic, and motivated administrative professional with a passion for working in a team environment and serving the public? The City of Orinda seeks an experienced Administrative Assistant to provide high-quality administrative and Clerk support in our administrative offices at City Hall. This position serves as the first point of contact for City visitors, helping to direct community members to appropriate departments.
Position: This is a full-time administrative position where the incumbent performs a wide variety of responsible and complex administrative and office support duties with occasional instruction or assistance. The ideal candidate will be an organized self-starter with excellent oral and written communication skills and superb attention to detail. The position requires a high level of public interaction, great diplomacy and directly supports the City Clerk in preparation of agendas, minutes, and notices. The position is responsible for opening and closing City Hall Administrative Offices which requires a very dependable individual. This position may serve as back-up to the City Clerk, if assigned, which would necessitate occasional attendance at night meetings and events.
Application and Selection Process:
To be considered for this position, qualified job applicants are required to submit a cover letter, resume and completed application by the final closing date of this announcement. Completed application materials must be submitted on the CalOpps.org website by 5:00 p.m. on Tuesday, July 30, 2024.
Examples of duties of the Administrative Assistant I/II position include (but are not limited to):
Assists the public by personally or directly providing information to requests according to established procedures in an effective, efficient, tactful and calm manner;
Supports the City Clerk in creation of City Council and Subcommittee Agendas, publishes agendas and public notices, including may be trained to fill in for the City Clerk at Council and other meetings occasionally.
Participates, organizes and manages all administrative support activities for the City Clerk; assists in administrative duties in support of the City Manager, Administrative Services Director, Senior Management Analyst and Human Resources Manager;
Coordinates and sends out weekly public communication (i.e. Constant Contact);
Makes regular updates to public information on the City website;
Recommends organization and/or procedural changes;
Sorts, logs, files and maintains records and other documents;
Follows policies, procedures, and work methods associated with assigned duties;
Relieves the City Clerk and Department Staff of a variety of administrative details, including running off-site errands when assigned;
Assists with special events, trainings and recruitments; and
Other duties as needed.
For a full listing of duties, please review the job classification.
Ideal Candidate
The ideal candidate will be a motivated self-starter eager to provide responsible and difficult administrative work involving the use of independent judgment and personal initiative. The successful candidate will be adept at managing multiple priorities and works as a generalist with a broad range of responsibilities to ensure that office operations run smoothly and that the public and staff receive quality customer service. Other desirable qualities include:
Possess excellent communication (verbal and written), decision-making and conflict resolution skills;
Proficient with technology, including Microsoft Office Suite and specialized systems and software, such as web content management, scheduling, agenda and records management and document imaging systems;
Knowledge of principles and procedures of record keeping and maintenance and maintenance of a wide variety of complex and technical information;
Possess good judgement, flexibility, creativity, and sensitivity in response to changing situations and needs;
Have a welcoming, professional, and outgoing demeanor with the ability to build strong relationships;
Willingness to continue education and training; learn new systems and processes and a desire to grow;
Familiarity with City government and/or municipal agenda management activities is desirable.
BENEFITS:
This position is part of the General Employees' Unit and is represented by Teamsters Local Union No. 856. The City of Orinda offers a comprehensive benefit package, including:
9/80 Work Schedule: To support employee work/life balance, City employees work a 9/80 Work Schedule with every other Friday being a standard "Regular Day Off".
Salary Increases: In addition to scheduled cost of living increases, employees have an opportunity for step increases of 5% dependent upon performance.
Retirement: The City contributes thirteen percent (13%) of base salary to a MissionSquare Retirement 401(a) Money Purchase Plan defined contribution plan. There is a three-year vesting period. The City of Orinda does not provide a defined benefit pension plan (i.e. CalPERS). The City does not participate in Social Security, except for Medicare premiums.
Deferred Compensation: Employees have an option of participating in an MissionSquare Retirement 457 deferred compensation plan where contributions are from employee earnings. The City will match up to three percent (3%) contributed by the employee.
Medical, Dental & Vision Insurance: The City offers several medical benefit plan options for the employee and his/her dependents. The city contributions vary by plan and there are zero or very low cost plans available. An in-lieu medical option is available upon proof of medical coverage for the employee and all his/her dependents. The City pays the full family premium for dental and vision coverage.
Leave Accruals: In lieu of vacation and sick leave, the City provides General Leave (PTO) of 19 days during the first year of employment. Accrual is increased by one day for each subsequent year, up to a maximum of 25 days.
Holidays: The City observes 14 paid holidays per year. This includes 2 floating holidays (9 hours each) provided each fiscal year.
Life Insurance, Long-Term Disability & SDI: The City pays for a life insurance policy for an amount equal to one (1) times the annual salary up to a maximum of $150,000, as well as the cost of the monthly premium for Long Term Disability. The City participates in SDI, which is fully funded by the employee.
Additional Benefits:
The City offers a Flexible Benefits Plan for out of pocket health care expenses and dependent care expenses.
The City participates in a Transit Plan allowing participants to purchase transit fare on a pre-tax basis. We are located close to the Orinda BART station.
The City provides an Employee Assistance Program (EAP) paid for by the City.
Reduced employee and dependent fees for City of Orinda Parks & Recreation classes and programs.
Educational/Professional Growth benefits.
The City of Orinda is an equal opportunity employer and supports workplace diversity.
