Job Description

THE POSITION

THIS JOB POSTING WILL AUTOMATICALLY CLOSE UPON THE RECEIPT OF 50 APPLICATIONS

OR

AT THE FINAL FILING DEADLINE, WHICHEVER OCCURS FIRST.

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

This position provides ongoing administrative support for personnel programs, including payroll and leave administration, vacation and lunch bidding processes, personnel action requests, position control reporting, employee records management, and compliance tracking. This position will assist with safety and training programs by maintaining training records, entering required certifications into applicable systems, and supporting divisional safety initiatives. Additionally, this position will coordinate facility and office support functions, including supplies, access control, lockers, keys, work orders, and other operational needs.

IDEAL CANDIDATE STATEMENT

Recycling and Solid Waste Division is seeking an individual who has general administrative experience with preferred specialized knowledge of human resources support functions. The ideal candidate will have the ability to communicate effectively and tactfully while fostering positive working relationships. The ability to work in a team environment and independently, depending on the task, is valued. Experience with operational organizations and providing customer service is highly desirable.

Under general supervision, a Senior Staff Assistant performs a wide variety of responsible, confidential and complex clerical duties; compiles, types and proofreads documents; sorts, files, and distributes documents and correspondence; compiles and maintains confidential materials; maintains records; responds to inquiries.

DISTINGUISHING CHARACTERISTICS

This journey-level classification is populated with multiple incumbents. The Senior Staff Assistant independently performs difficult clerical tasks requiring specialized knowledge of clerical functions and department operations. The Senior Staff Assistant is distinguished from Staff Assistant in that the former performs more complex and technically difficult clerical tasks and works more independently.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a division manager or senior-level professional.

Essential Duties And 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.

Qualifications

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment and business writing.
• Record keeping principles and procedures.
• Mathematical calculations.
• Policies, practices, and procedures.

Skill In

• Use of computers, computer applications, and software.

Ability To

• 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.
• Handle multiple projects while maintaining accuracy.

Experience

EXPERIENCE AND EDUCATION

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

Substitution

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

Should education be used to qualify for this position, then 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. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credential's evaluation service. Evaluation of education records will be due at time of appointment.

Probationary Period

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

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

• Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline or upon receipt of 50 applications, whichever occurs first;
• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
• If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline or upon receipt of 50 applications, whichever occurs first. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule4.9C.
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
• Training and Experience Exam: (Weighted 100%) –The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:
• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• A resume will not substitute for the information required in the T&E questions.
• Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Senior Staff Assistant examination.
• Screening Committee: (Pass/Fail)– All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.
• Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass LiveScan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

Questions

For questions concerning this job announcement and the application process:

• Please visit a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
• Visit the City of Sacramento Human Resources Department website at
• Send an email to ***email_hidden***; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay

Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act

The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer

The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules:

Union Contracts:

Salary Schedule:

APPLICATION : I understand my application must meet the minimum qualifications for consideration of employment with the City of Sacramento. The experience I list in the duties area of the "Work Experience" section of the employment application will be used to determine if I meet the minimum qualifications as stated on the job announcement. A resume, responses to the supplemental questions requiring a narrative response, employment history listed elsewhere in the application or attachments will not substitute for the information required in the "Work Experience" section of the employment application. Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week). Please refer to the City of Sacramento's Applicant Resources Page for Screening Instructions:

• Yes

EDUCATION CONFIRMATION: If I am using education to qualify for this position, I attest I possess or will possess completion of specialized business or clerical courses by time of appointment if I am selected for this position.

• Yes
• No

SUPPLEMENTAL QUESTIONNAIRE : The answers to the questions below will be reviewed by the hiring department along with the information provided in your employment application. Therefore, your answers must be consistent with your employment application information (especially in the "Education" and "Work Experience" sections), must be unambiguous, and must contain sufficient but concise detail and organization. A resume will not be accepted in lieu of completing this Supplemental Questionnaire. Lack of clarity, incomplete or inconsistent information, and/or disorganized presentation may negatively affect the hiring department's review of your Supplemental Questionnaire. I understand and agree to the above instructions.

• Yes

Describe your experience prioritizing tasks when supporting multiple supervisors or units. Include a specific example of a time you managed competing deadlines.

Describe your experience handling confidential information. Include a specific example of the steps you took to ensure accuracy and maintain confidentiality.

Describe your experience providing customer service in a human resources or administrative support role. Include a specific example that demonstrates your ability to communicate effectively, resolve customer concerns, and provide quality service.

TRAINING AND EXPERIENCE EXAMINATION : The following questions are the Training and Experience (T&E) Examination. In addition to the City of Sacramento employment application, applicants must complete and submit online responses to the T&E questions. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. Therefore, your responses to the T&E Exam questions should be thorough and complete because the exam score will determine your ranking on the eligible list for this job. In accordance with the City of Sacramento's Racial and Gender Equity Action Plan (RGEAP), this examination contains non-binary names and pronouns. For additional information regarding the City's RGEAP, please copy and paste the following link into a web browser: I understand and agree to the above instructions.

• Yes

Select all the software programs you are proficient in and use on a regular basis in the administration of your job and/or education.

• Microsoft Outlook or equivalent
• Microsoft Word or equivalent
• Microsoft Excel or equivalent
• Microsoft PowerPoint or equivalent
• Microsoft Access or equivalent
• Microsoft Visio or equivalent
• Adobe Acrobat Professional
• Enterprise Resource Planning (ERP)/Human Resource Information Systems (HRIS) software
• Applicant Tracking System software
• Accounting software
• None of the above

Select the one option that best describes your experience performing duties such as scheduling, maintaining calendars, writing correspondences, emailing, and answering questions and requests.

• Five years or more
• At least four years, but less than five years
• At least three years, but less than four years
• At least two years, but less than three years
• Less than two years

Select the one option that best describes your experience handling confidential and/or sensitive information, preparing reports, and/or compiling and maintaining complex and extensive records.

• Five years or more
• At least four years, but less than five years
• At least three years, but less than four years
• At least two years, but less than three years
• Less than two years

Select the one option that best describes your experience providing exceptional customer service to internal and external customers from diverse backgrounds.

• Five years or more
• At least four years, but less than five years
• At least three years, but less than four years
• At least two years, but less than three years
• Less than two years

Select the one option that best describes your experience establishing and maintaining effective working relationships with leadership, colleagues, and stakeholders to move new procedures or objectives forward.

• Five years or more
• At least four years, but less than five years
• At least three years, but less than four years
• At least two years, but less than three years
• Less than two years
• Required Question

Job Tags

Permanent employment, Full time, Contract work, Work experience placement, Interim role, Work at office, Remote work, Trial period

Similar Jobs