Administrative Clerk - Public Works Department

 

Description

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Under general supervision, the Administrative Clerk performs a variety of specialized clerical, administrative, customer service and word processing duties, of above average difficulty, in support to department programs and staff; and performs other related duties as assigned. This position provides support to managers/supervisors in the Public Works Department at City Hall. Incumbent will also provide relief work for clerical personnel at the Nixon Yard and staff community events held after hours and/or weekends as needed.

Examples of Duties

Duties may include, but are not limited to the following:

• Greets visitors and provides information and assistance regarding city programs
• Receives complaints and exercises judgment in determining the proper course of action
• Receives incoming telephone calls and transmits information and assistance regarding city programs and activities
• Prepares and proofreads a variety of correspondence, memoranda, reports and other materials
• Uses the City's computer programs to enter and retrieve information and maintain and update database records
• Independently composes a variety of routine correspondence such as memos, reports, formal documents, agenda, forms, rosters, certificates, purchase orders and requisitions
• Receives, sorts and distributes mail
• Sorts, indexes, records and files a variety of information
• Compiles and reports routine statistical data from a number of established sources
• Schedules meeting and appointments
• Classifies materials by subject matter and establishes required files
• Assists at community events by staffing events and providing information on city programs
• Routes telephone messages to appropriate staff as needed
• Enters and/or retrieves data from Arbor Access, Lakewood Online Service Request System, OPRA, TYLER/MUNIS, Green Halo and Statewide Integrated Traffic Records System (SWITRS)
• Coordinates graffiti system with Public Safety and Sheriff Department
• Completes a variety of forms and posts financial and statistical information to records
• Checks records, documents and other material for clerical and arithmetical accuracy and compliance with established standards and procedures
• Personally answers routine requests for information by enclosing materials or sending form letters
• Maintains and orders office supplies
• Operates a variety of office machines and equipment
• Operates a base radio station
• Performs a variety of relief work for other personnel

Qualifications

Education & Experience: Any combination of education and training that provides the foregoing knowledge, skills and abilities is qualifying, such as: High School diploma or GED equivalent, and three years of responsible general administrative/clerical experience. General administrative/clerical experience in a municipality or public agency is highly desirable.

Licenses: Possession of a valid Class "C" Operator's license issued by the California State Department of Motor Vehicles and a good driving record are required.

Knowledge of: Modern office practices and procedures, including business correspondence, filing, typing and standard office equipment operation; Microsoft office software programs, such as Word, Excel and PowerPoint; correct English usage, including grammar, spelling and punctuation; telephone and receptionist techniques; city government; and customer service principles. Knowledge of database systems such as Lakewood Online Service Request System, Arbor Access and OPRA is highly desirable.

Skills & Abilities to: Perform responsible administrative and clerical work involving independent judgment and requiring accuracy and speed; carry out assignments with minimal supervision; spell correctly, and use good English composition skills; make arithmetical computations; understand and carry out oral and written directions; tactfully and courteously respond to routine questions in person and over the telephone; operate a base radio; establish and maintain cooperative and effective relationships with those contacted in the course of work; and type and perform word processing with sufficient speed and accuracy to perform the work of the department, such as may be demonstrated by certification in MS word at intermediate level and/or typing at a net speed of 50 words per minute from clear copy.

Physical and Mental Demands: Ability to see and hear within normal ranges and dexterity to read, write, type, operate office equipment such as a computer, telephone, calculator, copier, fax machine, pencils, pens, scissors, stapler; operate a base radio station; drive a vehicle; be at work daily and on time; communicate orally, in writing and over the telephone; understand written and verbal directions; lift and carry up to 25 pounds; and stand, walk, and sit for extended periods of time.

Supplemental Information

Selection Procedure: All properly submitted applications will be reviewed and evaluated. Those candidates appearing to have the best qualifications for the position will be invited to participate in the examination process which may require any combination of the following: a written examination, a performance examination, and one or more oral interviews. Not all applicants may be tested or interviewed.

Important Information

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

APPLICATION PROCESS: Applications must be filled out completely and clearly show that the qualifications are met. All statements made on the application are subject to investigation and verification. False statements will be cause for disqualification, removal from the Eligible List, or discharge from employment. Resumes may be attached, but will not be accepted in lieu of a standard City application form. All application materials become the property of the City of Lakewood and are not returnable.

COMPENSATION: City employees are paid on a bi-weekly basis, therefore, published monthly salary is for illustration purposes only, rounded to whole dollars. Acutal salary is based on hourly rate rounded to four decimal places.

EQUAL OPPORTUNITY: The City of Lakewood does not discriminate on the basis of age, sex, race, color, religion, national origin, ancestry, marital status, disability status, gender expression, gender identity, transgender status, or other protected class in its employment actions, decisions, policies and practices.

AMERICANS WITH DISABILITIES: Qualified individuals with disabilities as defined by the Americans with Disabilities Act are encouraged to apply for City employment. Those who require a reasonable accommodation to take a test as part of the selection process must make such a request to the Personnel Department, in writing, at least three working days prior to the date of the testing procedure. Individuals requesting accommodation in the testing process will be required to provide documentation of such need.

IMMIGRATION REFORM & CONTROL ACT OF 1986: In compliance with the Act, all new employees must verify their identity and entitlement to work in the United States by providing required documentation.

FINGERPRINTING: Applicants who are selected for hire are fingerprinted during the pre-placement processing period. All fingerprints will be processed with the Department of Justice to verify criminal records or absence thereof.

RESTRICTIONS ON NEPOTISM: The employment of relatives can create undesirable results, particularly in connection with performance evaluation, discipline, and general morale of other workers. Therefore, it is the city's policy that no relative of any City officer or employee to which this resolution applies shall be employed, if said City officer or employee is in a supervisory, lead or subordinate position over said relative in the areas of hiring, setting compensation, discipline or termination. "Relatives" for this purpose include son, daughter, mother, father, brother, brother-in-law, sister, sister-in-law, son-in-law, daughter-in-law, mother-in-law, father-in-law, aunt, uncle, nephew, niece, stepparent, stepchild, grandparent, grandchild, or persons living in the same household. The City does not prohibit employment of two people who are married to each other or who are the registered domestic partners of each other pursuant to the California Family Code (section 297 et seq.). Nonetheless, the City will not employ spouses or registered domestic partners in the same division or facility in situations where such action is determined to be inappropriate because of reasons of supervision, safety, security or morale.

PHYSICAL EXAMINATION: Employment offers are conditional based upon the successful completion of a medical examination which includes drug and alcohol screening for safety sensitive positions. Physicals are performed by the City's designated physician at the City's expense. Candidates are cautioned not to quit their jobs or give notice to their current employers until they are determined to be medically qualified.

TUBERCULOSIS TESTING: Candidates selected to work in a position requiring contact with children must submit a certificate or notice documenting that within the last two years they have been examined and found to be free of communicable tuberculosis. The certificate or notice must be signed by a licensed examining physician or public health agency.

POSSESSION OF A VALID CALIFORNIA DRIVER'S LICENSE: Employees in classifications requiring possession of a valid California driver's license will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice program, which confirms possession of a valid driver's license and reflects the driving record.

LOYALTY OATH OR AFFIRMATION: All City employees are required to sign a loyalty oath or affirmation as a condition of employment.

EMERGENCY SERVICE: All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.

PROBATIONARY PERIOD: Employees appointed to positions in the classified service are required to serve a probationary period of not less than six months. All other employees are considered at-will and serve at the pleasure of the appointing authority.

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