Job Description

Administrative Support Specialist

This recruitment is to establish an eligibility list for a current vacancy. Interested applicants must submit an online application -- no paper applications will be accepted. If you forget your password, have application login problems, or get an error message during the application process, please call the NeoGov helpline at 1-877-204-4442 for assistance. The City reserves the right to stop accepting applications prior to the posted deadline, if sufficient numbers of qualified applications are received. Therefore, applicants are encouraged to apply as early as possible. The recruitment is officially closed once it has been removed from the City's website. Work Schedule: This position follows a Monday through Friday, 8:00 a.m. - 5:00 p.m., work schedule and is fully on-site at an assigned work location. Remote or hybrid work options are not available. Schedules are dependent upon operational needs and are subject to change.

***Typing Certificate Required*** 50 net words per minute (NWPM) Online applications are accepted. An acceptable website is HERE.

Under general supervision, performs a variety of administrative support activities for the Human Resources department, which may include data entry, organization and retrieval, telephone and counter reception, record keeping, auditing, information processing, report preparation, sorting, and filing; assists technical and professional staff in the administration of recruiting and testing, benefits open enrollment, and workers' compensation; input and process the department's transactions city-wide, including invoices, and personnel action forms related to employee pay, demographics, or status promotions, transfers, merit increases, reclassifications, out-of-class assignments, and separations; acts as confidential secretary to the department head; and performs other related duties as required.

This class specification is designated as "confidential" under the MYERS-MILIAS-BROWN ACT. Incumbents in this confidential classification may prepare labor negotiation proposals and other documents and/or in the course of duties has access to information relating to the City's administration of employer-employee relations.

Based upon screening of the City application, rsum, and responses to supplemental questions, applicants whose qualifications best meet the requirements of the position will be invited to the examination process. This process may include, but is not limited to written examination, panel interview and/or performance examination, which consists of an evaluation of some of the essential knowledge, skills, abilities, and job-related experience listed below. Those candidates who pass the examination process are placed on an eligibility list from which the final selection will be made.

As authorized by City policy, applicants being considered for hire in this position are subject to fingerprinting for purposes of investigating criminal history background, as part of the employment screening process. Appointment is subject to successful completion of a pre-employment medical examination (based upon job-related physical standards) by a City-designated physician. Failure in any one part of the examination or selection processes will disqualify a candidate from further consideration.

The following duties are typical of this classification. Incumbents may not perform all of the duties and/or may be required to perform specific additional or different duties from those set forth below to address business needs and changing business practices.

1. Provide exemplary customer service to all individuals in a courteous and respectful manner.
2. Serve as the department's receptionist, providing a high level of customer service to both external and internal customers; receive and screen visitors and telephone calls; take or route messages, or direct calls to appropriate staff and/or provide information either in person, via telephone, or electronically regarding City and departmental activities and functions.
3. Conduct transactions with the public and City employees (either in person, via telephone, or electronically) answering questions, providing information, or scheduling appointments.
4. Respond to verification of employment both orally and in writing; ensure that accurate information is provided.
5. May process employee personnel action forms related to employee pay or record; work closely with the Finance-Payroll staff.
6. Prepare correspondence, reports, memoranda, forms, brochures, work orders, certificates, and specialized documents related to the department from drafts, notes, and instructions using computer programs with form and/or graphics; make copies and distribute materials as instructed.
7. Proofread materials for accuracy, completeness, formatting, and correct English usage including grammar, spelling, and punctuation.
8. Conduct entry-level recruitments by preparing and updating job announcements, sending screen notices, and attaching required certifications to applicants' profiles in the applicant tracking system); assist applicants with scheduling their interviews or examinations; prepare materials for interviews or examinations; coordinate meals and lodging accommodation for raters; and may assist with proctoring examinations.
9. Assist with entering workers' compensation claims; update work status information in the incident tracking system.
10. May conduct new employee orientation that may require the explanation of rules, policies, and procedures.
11. Provide office support and is responsible for filing and maintaining department files including confidential personnel and medical files, following an established records and/or retention management system; comply with legal requests for copies of files; purge files as required; process and distribute incoming and outgoing mail, invoices, and travel requests for the department.
12. Maintain confidentiality of personnel records and files; exercise discretion and tact in processing documents and information of a confidential or sensitive nature.
13. Serve as confidential secretary to the Human Resources Director; relieve department head of routine secretarial/clerical tasks such as compiling information, and may prepare labor relations proposals, contracts, and other documents.
14. Schedule appointments, meetings, and conference rooms; may serve on a variety of departmental or City-wide project teams or committees; make travel arrangements, and keep records of expenses.
15. Operate a variety of standard office equipment such as personal computer, data processing equipment, facsimile, electronic copier, printer, adding machine, calculator, and other modern office equipment.
16. Conduct inventory and orders of the department's office supplies and equipment.
17. Perform basic mathematical computations for record keeping purposes.
18. Assume secretarial/clerical duties of other department employees when necessary; provide staff coverage as needed.
19. Perform other related work as assigned.

If you are unable to perform the essential functions of the position for which you are applying, either with or without reasonable accommodation, please notify Human Resources at (805) 875-8208.

Any combination of training, education, and experience that demonstrates an ability to perform the duties of the position. The typical qualifying entrance background is possession of a high school graduation or General Education Diploma (GED) AND two years of responsible clerical, administrative support, or human resources staff support experience. Experience in dealing with the public and working in a public sector setting is highly desirable. An associate degree from an accredited college or university in human resources management, business administration, psychology, or a related field is desirable. Possession of a valid and appropriate California Driver's License AND a typing certificate verifying a minimum of 50 net wpm is required. The typing certificate must have been obtained/dated no more than 12 months prior to submittal.

• Modern office practices and procedures
• Customer service techniques
• Appropriate desk and telephone etiquette
• Filing systems and procedures; recordkeeping
• Letter and report styles and formats
• Oral and written communication skills
• Standard office administrative practices and procedures, including the use of standard office equipment
• Modern office procedures, methods, computer equipment, the use of computer programs including Microsoft Office
• Records management principles and practices
• English usage, grammar, spelling, and punctuation
• Basic math, including basic statistics terminology
• Techniques for prioritizing and organizing work
• Techniques for providing a high level of customer service to the public, and employees, in person, by email, and over the telephone

• Perform responsible administrative support duties with accuracy and speed
• Prioritize and organize multiple tasks to meet deadlines
• Work with minimal supervision
• Adapt to changing priorities
• Learn, interpret, and apply departmental and City of Lompoc personnel policies and procedures
• Learn basic federal and state laws related to workers' compensation and benefit administration
• Coordinate and conduct employee orientation
• Learn the benefits open enrollment process
• Maintain confidentiality of records and information
• Establish and maintain accurate records and reports
• Retrieve and prepare statistical data
• Operate a variety of modern office equipment including facsimile, electronic copiers, printers, adding machines, calculator, and utilize relevant computer software programs
• Type at 50 net words per minute
• Learn specialized departmental computer software and navigate web-based applications
• Prepare, proofread,

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