Administrative Specialist

The City is seeking a highly organized and professionalAdministrative Specialistto provide confidential and complex administrative support to a high-level administrator or department head. This position plays a critical role in managing the centralized clerical functions of the office and ensures the smooth operation of day-to-day activities.

To perform a variety of confidential and complex secretarial and administrative duties for a department and to manage the centralized clerical support functions of the office.

This class is distinguished from the general clerical classes by the more complex responsible and sensitive duties related to its functioning as the personal secretary to a high level administrator or department head and by the responsibility for the management of the centralized clerical support functions within the department.

General supervision is provided by the department head or his/her designee. Responsibilities may include direct or indirect supervision of subordinate clerical positions.

The ideal candidate will be a proactive, detail-oriented professional with experience performing advanced clerical and secretarial duties in a dynamic office environment. They will have a proven ability to manage multiple priorities, supervise or coordinate clerical staff, and support executive-level personnel. Key qualities include:

• Strong Communication Skills: Able to compose clear, concise correspondence, effectively communicate with internal and external stakeholders, and professionally manage inquiries and requests.
• Organizational Excellence: Demonstrates outstanding organizational skills, including the ability to maintain complex files, track multiple projects, and coordinate schedules and meetings.
• Problem-Solving Abilities: Capable of analyzing situations, interpreting policies, and recommending effective solutions.
• Discretion and Professionalism: Maintains confidentiality and exercises sound judgment in handling sensitive information.
• Technical Proficiency: Skilled in modern office equipment, software, and procedures, with the ability to create reports and maintain records efficiently.
• Collaboration: Works cooperatively with colleagues, other departments, and external agencies to achieve department goals.

Depending upon assignment, duties may include, but are not limited to the following:

• Participate and assist in the administration of a department; prepare comprehensive reports, compile annual budget requests; and recommend expenditure requests for designated accounts.
• May supervise, train and evaluate subordinates.
• Compose routine correspondence not requiring the department head or administrators personal attention.
• Principles of supervision, training, and performance evaluation.
• Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information regarding the intent of instructions, precedents and regulations.
• Recommend organization or procedural changes affecting clerical activities.
• Relieve the administrator or department head of routine personnel, budget, payroll and purchasing duties.
• Research, compile, and analyze data for special projects and various reports.
• Initiate and maintain a variety of files and records for information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.

• Make appointments and arrange travel, conferences and meetings.
• Type at a speed necessary for adequate job performance.
• May serve as Secretary to a board or commission, preparing the agenda, assembling background materials, and taking minutes of the meetings.
• Work independent in the absence of supervision.
• Perform related duties as assigned.

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and equipment, and business letter writing.
• Organization procedures, and operating details of the City department, division, or office to which assigned.

Ability to:

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Communicate effectively, orally and in writing; compose correspondence.
• Work cooperatively with other departments and outside agencies.
• Interpret and apply departmental policies, laws and rules.
• Analyze situations carefully and adopt effective courses of action.
• Compile and maintain complex and extensive records and prepare reports.
• Understand and carry out oral and written directions.

Experience and Education

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience

Three years of increasingly responsible clerical/secretarial experience.

Education

Equivalent to the completion of the twelfth grade including or supplemented by specialized clerical courses.

THE CITY

The City of La Verne strives to maintain a full range of efficient municipal services to preserve our hometown charm and quality of life while being responsive to the community's current and emerging needs. La Verne is a city of more than 30,000 residents and a well-balanced community with a good mix of residential, commercial, and industrial features. La Verne maintains a council-manager form of government. Residents in five districts elect their district council member to represent them and oversee a total annual budget of over $71 million. The five council members select a mayor amongst themselves. La Verne is a close-knit community that is home to many fine institutions and facilities which include the University of La Verne (founded in 1891), Brackett Field Airport, and public and private schools. As one of the more desirable communities in metropolitan Southern California, La Verne is a progressive city that has retained much of its small town charm. The City is interested in hiring an individual who exemplifies the values that make La Verne a safe, desirable, and engaged place to live.

SELECTION PROCESS

The City reserves the right to select applicants for further consideration who demonstrate the best qualifications match for the position. Meeting the required minimum qualifications does not guarantee an applicant an invitation to the next step(s) in the selection process. Those candidates whose experience and training most closely match the City's needs may be invited to participate in the selection process, which may include a combination of written exercise, panel interview, or other testing deemed appropriate.

Prior to hire, successful candidates will also be required to undergo a medical examination (including drug screen), and credit and criminal reviews. Appointments are subject to a 12-month probationary period.

Primary communication regarding applicant status relative to this recruitment will be by e-mail; applicants are solely responsible for monitoring their e-mail communication messages and systems. Applicants are solely responsible for informing the City of changes in contact information, including but not limited to e-mail addresses, mailing addresses, post office boxes, and telephone numbers.

EQUAL OPPORTUNITY EMPLOYER

As required by state law, the City provides consideration for veterans who served during military actions. Eligible veterans should notify Personnel in writing at the time of application.

Under Federal law, employees must contribute 1.45% of their gross monthly earnings for Medicare coverage. The City will match the employee's contribution.

In compliance with the Americans with Disabilities Act (ADA), if special assistance to participate in this recruitment is needed, contact the Personnel Office.

The City recruits and hires without regard to race, color, religion, physical ability or condition, sexual orientation, gender, age, or national origin, except in those specific instances whereby a bona fide occupational qualification demands otherwise.

The City of La Verne hires only United States citizens or lawfully authorized aliens.

The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without further notice.