FILING DEADLINE:
SUMMARY: Under basic supervision, performs a wide variety of routine clerical, complex, and administrative support functions supporting departmental operations.ESSENTIAL FUNCTIONS : As defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job announcement does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Performs routine clerical and administrative support within area of responsibility; reviews applications and documents for completeness; organizes and maintains departmental records and filing systems; assists with records retention. Duties may vary according to job assignment.
• Assures that action items are properly processed, managed, and resolved; tracks issues and assures the effective communication of operational information and management issues; responds independently to inquiries when appropriate.
• Manages special projects and assignments, covering a wide variety of subjects requiring knowledge of City procedures and policies; creates, edits and processes memoranda and technical documents.
• Maintains Department files; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports; assures all administrative actions are in compliance with City policy.
• Maintains and enforces all aspects of security and confidentiality of records and information.
• Coordinates office activities, prioritizes and develops schedules in order to meet critical deadlines; maintains meeting calendars and schedules for staff; coordinates and arranges meetings and travel arrangements; may supervise and review the work of staff.
• Provides information and assistance to constituents, visitors and others having business with the City; responds to requests for information and resolves problems within the scope of authority; explains laws, rules, regulations, policies, and procedures; answers and routes calls.
• Assists with maintaining the City website and social media platforms.
• Maintains payroll files; researches files, and computer databases; receives and processes invoices and financial vouchers; monitors and evaluates expenditures and budget; orders supplies, materials and equipment, and maintains inventory.
• Prepares and coordinates meeting agendas and presentation materials; attends meetings, takes notes, records meetings, transcribes meeting minutes, and prepares summaries for distribution.
• Cross trains in other office support duties as required.
• Serves as backup for other positions to ensure continuity of operations during absences.
• Supports the relationship between the City of Rosemead and the constituent population by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains absolute confidentiality of work-related issues, client records, and City information; performs other duties as required or assigned.

Education, Training, and Experience Guidelines:
High School Diploma or GED equivalent; AND two years of administrative support experience; OR an equivalent combination of education and experience. Associate degree is preferred.

Knowledge of:

• City policies and procedures.
• Applicable policies, procedures, and regulations covering specific areas of assignment.
• Professional standards for business correspondence, writing, spelling, and grammar.
• Business and personal computers and spreadsheet software applications.
• Customer service standards and protocols.
• Principles of record keeping, records retention, records management, and file maintenance.
• Local community resources and regional community issues.

Skill in:

• Understanding, and applying relevant rules, ordinances, codes, regulations, policies, procedures, administrative orders, and other governing regulations.
• Planning, prioritizing, and completing assignments with minimum supervision.
• Writing professional reports and correspondence from brief instructions.
• Establishing and maintaining effective working relationships with other team members, general public, elected officials, special interest groups, advocates, and representatives from other regional agencies.
• Dealing tactfully and courteously with the general public and others seeking information about City functions and activities.
• Communicating effectively verbally and in writing.

License and Certification Requirements:
Must possess or have the ability to obtain an appropriate California Driver's License and a satisfactory driving record.

Physical Demands and Working Environment:
Work is usually performed in a standard office environment; may vary according to job assignment. May be required to travel to various sites, locations and/or events. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours; employees are required to assume duties of a disaster worker in the event of a locally declared emergency.

SELECTION PROCESS:
Applications must be submitted online . Employment application and supplemental questions must be completed. Resumes will not be accepted in lieu of a City application. Applicants must be specific in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application. If you submit multiple applications, only the most recent application will be considered. Application packets will be screened in relation to the criteria outlined in the job announcement. Applicants whose qualifications best meet or exceed the requirements and needs of the City, will be invited to participate further in the selection process. Copies of the required certifications must be submitted with the application. Possession of the minimum qualifications does not ensure continuing in the recruitment process. The selection process may include a panel interview and other testing processes designed to predict successful job performance. It is the applicant's responsibility to notify Human Resources of any changes to their contact information.

EQUAL OPPORTUNITY EMPLOYER:
The City of Rosemead is an Equal Opportunity Employer. It is the policy of the City of Rosemead to provide employment opportunity for all qualified persons. All applicants will be considered without regard to race, religion, sex (including gender, gender identity, gender expression and pregnancy), national origin, ancestry, disability, medical condition, genetic characteristics or information, marital status, age, sexual orientation (including homosexuality, bisexuality, or heterosexuality), military and veteran status.

REASONABLE ACCOMMODATION:
The City of Rosemead is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Individuals with qualified disabilities who need reasonable accommodation during the selection process must specify the accommodations needed, in writing, at the time when the employment application is submitted.

LEGAL RIGHT TO WORK IN THE UNITED STATES:
The Immigration Reform and Control Act of 1986 requires all new hire employees to submit verification of the legal right to work in the United States within three (3) business days beginning with the first day of work. The City is legally prohibited from employing anyone who cannot provide such verification or documentation.

EMERGENCY DISASTER WORKER:
City of Rosemead employees are registered as an Emergency Disaster Worker. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities.

PROVISIONS:
The provisions of this job announcement do not constitute a contract, expressed or implied, and any provision contained in this job announcement may be modified or revoked without notice.