Administrative Assistant I/II

$54,142 - $82,680/Yr

City of Mission Viejo, CA - Mission Viejo, CA

Part-time,Full-time - Entry Level

Mission Viejo, CA

1-10 employees

About the position

The City of Mission Viejo is seeking a qualified Administrative Assistant I/II to provide comprehensive office administrative and secretarial support to the Director of Community Development and associated management staff. This role involves overseeing office functions, maintaining schedules, attending meetings, and ensuring effective communication within the department. The position is full-time, requiring 40 hours of work per week, with some evening meetings and a focus on customer service and organizational skills.

Responsibilities

• Oversee and ensure effective office administrative functions of the Community Development department.
• Maintain a calendar and coordinate the schedule of the Department Director and associated management staff.
• Direct, supervise, and train assigned personnel; provide or coordinate staff training.
• Attend monthly evening Planning & Transportation Commission meetings and take minutes.
• Prepare and distribute agenda packets for meetings; follow up on decisions as required.
• Arrange meetings by scheduling rooms, notifying participants, and preparing agendas.
• Process bills and invoices for payment; prepare and transmit financial documents.
• Assist in budget preparation and maintain records of purchase orders and expense statements.
• Receive and screen visitors and telephone calls for the Director; provide information to City staff and the public.
• Operate standard office equipment and job-related computer hardware and software applications.

Requirements

• Equivalent to the completion of the twelfth grade supplemented by two (2) years of college level coursework in business or secretarial science.
• At least three (3) years of varied administrative, secretarial, and clerical support experience, preferably involving confidential material.
• Experience in using Microsoft Office Products and other modern software applications.

Nice-to-haves

• Knowledge of business letter writing and standard report formats.
• Ability to learn new programs such as MUNIS financial software and OnBase imaging and workflow system.
• Good oral and written communication skills.

Benefits

• Paid jury duty
• AD&D insurance
• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• Flexible spending account
• Tuition reimbursement
• Vision insurance
• Life insurance