Administrative Assistant, Environmental Services Department

The Environmental Services Department (ESD) is a place where people do great work and make a difference. To see some of the first-rate work ESDers have accomplished in the past fiscal year, review the ESD 2019 Annual Report. For more information about the department, please visit our website www.sjenvironment.org or @sjenvironment on Twitter, Facebook, and Instagram. What is it like to be an ESDer? Watch this video: Day in the Life. Join us to make a difference!

Administrative Services Division (ASD) team members gain satisfaction when facilitating trainings for ESD’s workforce; feel empowered when managing a full range of information technology data and services to over 500 employees; deliver quality customer service in utility billing; enjoy their contributions to the success of peers by hiring and promoting the right people for the right positions; and oversee the budget planning and fiscal management for a wide variety of special funds that support the important work ESDers do. Join a diverse and dynamic team that provides key strategic support to ESD staff, programs, and utilities linking directly to the department’s mission. By providing behind-the-scenes support, our team makes a difference!

ESD is seeking an Administrative Assistant with excellent communication skills to provide high level administrative support to the Director and Assistant Director. The role of this position is to perform a wide range of administrative and office support activities to facilitate the efficient operation of the organization while adhering to City policies and procedures. The ideal candidate will possess a high level of professionalism and a supreme work ethic. Attention to detail is a critical component for this position, adherence to confidentiality, and effectively multi-tasking in our fast-paced environment.

The Administrative Assistant is responsible for daily scheduling of the Director and Assistant Director’s calendars, ensuring effective time management, that they have the necessary materials, and that they are briefed before the meetings; acts as the representative to transmit decisions, views and directives to the public, Department personnel, City personnel, and special interest and political groups while establishing and maintaining control of critical, sensitive and confidential information; composing correspondence on a variety of subjects for special commissions and bodies as appropriate; reviewing and editing correspondence prepared by staff members; conducting independent research and organizing data; developing commission agendas and minutes; preparing and coordinating all travel arrangements and expense reimbursements; transcribing dictation; and handling confidential and sensitive information. Knowledge of the Council Agenda process would be helpful since this position is also the backup for the department’s Council Liaison.

Annual Salary: $63,654.80 - $77,272.00 annually

The actual salary shall be determined by the final candidate’s qualifications and experience. In addition to the starting salary, employees in the Administrative Assistant classification series shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

Education and Experience:

Completion of high school or equivalent (General Education Development (GED) Test or California Proficiency Certificate) AND six (6) years of experience in clerical and secretarial work, including two (2) years providing individual support to an executive.

Acceptable Substitution:

None

Employment Eligibility

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application.

Competencies

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable competencies for this position include:

Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.

Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people's ideas and thoughts.

Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.

Teamwork & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.

Building Trust – Communicates an understanding of the other person's interests, needs and concerns; identifies and communicates shared interests and goals; identifies and communicates differences as appropriate; demonstrates honesty, keeps commitments, and behaves in an appropriate manner.

Flexibility - Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment.

Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promote job performance.

Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate.

Selection Process

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews, one of which may include a practical/writing exercise.

You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.

• Education and Experience MQ question/s

• Please describe your experience providing at least two (2) years of experience providing administrative support to senior or executive level staff. Please include the positions you have held, the number of years in each position, and your job duties/responsibilities.

• Please describe your experience handling financial transactions (purchasing supplies, materials, tickets, travel arrangements, etc.); processing and tracking transactions; submitting monthly expense reconciliations for credit card payments, etc. Please include examples of managing financial transactions and travel arrangements.

• Please describe your experience collaborating with staff in multiple departments or organizations and provide an example of a project or assignment you were responsible for that required collaboration with staff in multiple departments or organizations. What was your role, and how did you develop and maintain effective working relationships with staff in multiple departments or organization?

  
  

You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.

If you have questions about the duties of these positions, the selection or hiring processes, please contact Shellyne Urban at 408-975-2569 or Shellyne.urban@sanjoseca.gov.

For more information about City benefits, click here

Employees in this classification are represented by Municipal Employee's Federation (MEF), AFSCME, Local No. 101. For more information, click here.

The application deadline is Friday, February 5, 2021 at 11:59 PM. Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application. Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions.