About

JOB
3% Cost of Living Adjustment Effective 07/01/2025This position is to address a current vacancy in the IT Department and to establish an eligibility list for any future vacancies in other departments. Basic Function: Under the direction of a cabinet-level administrator, perform varied and complex secretarial and administrative assistant duties to relieve the cabinet-level administrator of administrative and clerical detail; plan, coordinate and organize office activities and flow of communications for the assigned supervisor; perform clerical accounting duties in support of assigned office.Distinguishing Characteristics: The Administrative Assistant III classification performs varied and complex secretarial and administrative assistant duties to relieve a cabinet-level administrator or mid-manager of administrative and clerical detail. Incumbents in this classification plan, coordinate and organize office activities and flow of communications for the assigned cabinet-level administrator or mid-manager.

EXAMPLE OF DUTIES
Essential Duties: Perform varied and complex secretarial and administrative assistant duties to relieve the cabinet-level administrator or mid-manager of administrative and clerical detail; plan, coordinate and organize office activities; ensure smooth operations of assigned office.Receive visitors, including administrators, staff and the public and provide information or direct to appropriate personnel; respond to inquiries and provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of office and City procedures and regulations are required.Ensure timely communications between assigned office and City employees; initiate and receive phone calls to receive and transmit information; request records and other documents; resolve issues as appropriate; refer difficult situations to the manager.Perform clerical accounting duties in support of assigned office.Compile and verify information and prepare a variety of reports related to assigned activities; receive, process and ensure accuracy and completeness of a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.Compose independently or from oral instructions, note or rough draft, a variety of materials including inter-office communications, letters, lists, forms, reports, memoranda, bulletins, agenda items, requisitions, legal documents, notices and other materials; proofread and verify accuracy of documents.Input a variety of data into an assigned computer system; maintain automated records and files; initiate queries and generate a variety of mandated and requested computerized lists, reports and forms according to established timelines; ensure accuracy of input and output data.Maintain a variety of logs and records related to department programs, financial activity, personnel and assigned duties; ensure accuracy and completeness of data, records, reports and files; establish and maintain filing systems; coordinate the destruction of records as assigned.Coordinate, schedule and attend a variety of public and private meetings as assigned; ensure proceedings comply with established requirements; prepare and send out notices of meetings; maintain appointment and activity calendar; reserve facilities; collect and compile information for meetings; prepare agendas, supplemental materials and other documents; take and transcribe minutes as directed; update City records in response to resolutions as directed.Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software; maintain equipment and arrange for repairs as necessary.Monitor inventory levels of office supplies and materials; order, receive and maintain inventory of office supplies and materials.Receive, open, sort, screen and distribute incoming mail; compose replies independently as directed; prepare and disseminate materials, forms and information to the public, staff and outside agencies regarding various events and programs.Coordinate travel arrangements and hotel reservations as necessary; prepare and ensure proper completion of reimbursement forms.Develop and implement office procedures to ensure complete and timely operations; create office forms to facilitate workflow.Other Duties: May temporarily perform technical and functional supervision over other office and clerical personnel as assigned.Assist in preparation of the annual budget and procurement activities as assigned by the position.Initiate and track work orders and purchase orders.Maintain a variety of accounting records, logs, files including petty cash, daily cash, and daily revenue records.Process timesheet entries or other personnel transactions in support of department needs.Receive and process fees, enrollment charges, fines or other money; prepare receipts, reconcile accounts, and balances money received.Perform various technical processing, generating, and collecting of forms, applications, permits, fund transfers, checks, invoices, refunds, or procedures requiring in-depth knowledge of the department's functions.Perform accounts payable and receivable for assigned department.Regularly monitor and track revenue and expense transactions.

SUPPLEMENTAL INFORMATION
Note: If you have completed any college-level coursework as described in the Education and Experience statement, please attach a copy of your transcripts with your application.Recruitments may be extended by the department if a sufficient number of applications have not been received.The City of Manteca reserves the right to select a limited number of qualified candidates for its recruitments.