Summary

Definition
Under direct supervision, assists assigned staff and management with a variety of clerical and administrative support activities related to departmental programs, activities, and functions.

Supervision Received and Exercised
Receives direct supervision from assigned management and supervisory personnel. Exercises no direct supervision over staff.

Class Characteristics
This classification is used to provide college students an opportunity to gain hands-on experience in a professional setting while pursuing a degree in public administration, business administration, or a related field. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class operates in a learning capacity, interns may have only limited or no directly related work experience.

Essential Functions / Knowledge, Skills, & Abilities

Examples of Typical Job Functions (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of clerical and administrative departmental duties as assigned, which may include but not be limited to answering incoming phone calls, providing first line customer service support; referring inquiries, requests, and issues to appropriate staff; scheduling and coordinating meetings, training, and travel for assigned staff; opening, sorting, and distributing departmental mail; ordering, stocking, and distributing supplies; and preparation of written correspondence, reports, flyers, and presentations.
• Assists professional staff in the collection of data and the review or preparation of various reports and responses for elected officials, department heads, and other City staff regarding personnel, budget, public records requests, service requests, internal requests for information, contracts and contract amendments, completion of projects, proposals, grant opportunities, and contract issues.
• Assists professional staff with presentations at public meeting and events.
• Inputs data into databases and maintains record keeping and filing systems.
• Responds to internal departments, outside agencies, and the community regarding City and departmental programs and projects.
• Observes and complies with City and mandated safety rules, regulations, and protocols.
  • Performs other duties as assigned.

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• City-wide policies, processes, and procedures.
• Payroll and finance software used by the City.
• Grant and budget monitoring and tracking techniques.
• Business arithmetic.
• Principles and practices of data collection and report preparation.
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work, including word processing, database, and spreadsheet applications.
• Basic principles and practices of record keeping.
• Cash handling techniques.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Perform responsible administrative support work with accuracy, speed, and general supervision.
• Maintain confidentiality and assure discreet handling in all aspects of client, staff, and City information.
• Provide varied and responsible office administrative work requiring the use of tact and discretion.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate arithmetic calculations.
• Compose correspondence and reports independently or from brief instructions.
• File and maintain automated and hardcopy records with accuracy.
• Handle disputes and complaints in a calm and tactful manner.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, organize own work, set priorities, and meet critical time deadlines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Minimum Qualifications

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:
Concurrent enrollment in an undergraduate or graduate program in public administration, business administration, or a related field at an accredited college or university.

Experience:
None.

Licenses and Certifications:

• None.

Additional Information

Physical Demands
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Conditions
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

E-Verify: The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.