City of Santa Clarita Looking for Administrative Assistant, Human Resources at Santa Clarita, CA Full Time

Under the direction of the Human Resources Manager, this position provides complex administrative support to the division and Human Resources and Library Services department.

Duties and Responsibilities

• Provides complex administrative support to the division manager and staff
• Manages multiple calendars and schedules a high volume of meetings, ensuring accuracy in details, changes are made in a timely manner, and meeting participants are informed
• Composes, drafts, edits, and proofreads letters, memos, reports, surveys, flyers and other various documents; coordinates responses to Resident Service Center inquiries and Public Records Requests
• Supervises Office Assistant and assigned part-time seasonal staff, providing direction on priorities and monitoring tasks, training, and providing timely feedback
• Ensures coverage and acts as backup for front counter and phones; assists customers, applicants, and employees; fields calls, answers questions, and provides information about programs, policies, and procedures pertaining to benefits, recruitment, compensation, classification, and training and development, employee safety, risk, emergency operations, and libraries, etc.
• Prepares and routes contracts and purchase orders; codes and processes incoming invoices and statements for payment; tracks budget expenditures
• Coordinate and prepares department monthly memorandum
• Manages the access device program, partnering with other departments to troubleshoot issues, including updating online form, purchasing supplies, and monitoring budget
• Updates organizational charts to reflect accurate and up-to-date information
• Orders celebratory and/or condolence flower arrangements for City staff, keep management informed, and monitors and reports on related budget
• Monitors mandatory harassment prevention training attendance for employees, communicating with supervisors to ensure compliance
• Coordinates and facilitates all aspects of assigned human resources events, including Gratitude Grams, Take Our Daughters and Sons to Work Day, and Small Business Holiday Boutique
• Takes accurate and thorough meeting notes
• Coordinates quarterly division lunches and bi-annual department meetings

Education and Experience

• High School Diploma or GED equivalent
• Bachelor’s Degree in Public Administration, Political Science, Business or related field is highly desirable
• Three years of professional clerical experience directly supporting an executive in a fast-paced environment
• Possession of, or ability to obtain, a valid Class C California driver’s license
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered

Knowledge and Abilities

• Strong supervisory skills and the ability to effectively supervise, train, mentor, evaluate performance, and provide feedback
• Excellent organizational skills and the ability to be flexible to the demands of a fast-paced environment, including the ability to handle multiple interruptions, changing priorities, and time-sensitive deadlines
• Strong time-management skills and the ability to proactively manage calendars and reasonably foresee problems and anticipate needs
• Strong attention to detail and the ability to produce work that is accurate and complete
• Knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free
• Strong verbal communication skills and the ability to respond to customer questions about the division’s policies and procedures;
• Strong written communication skills and the ability to prepare general correspondence, emails, forms, flyers, and reports
• Strong file management skills and the ability to develop and maintain accurate records and filing systems
• Strong customer service and interpersonal skills and the ability to use tact and diplomacy when dealing with the needs, problems and/or concerns of other employees, applicants and/or the public; ability to establish positive relationships
• Demonstrated team player who willingly provides backup support for coworkers when appropriate and actively supports the team’s goals
• Ability to interpret, explain and apply applicable federal and state laws and City rules and policies as they pertain to general human resources administration
• Strong problem-solving skills and the ability to take initiative to resolve problems and issues as they arise
• Strong team player and the ability to work as a member of a cohesive work team
• Strong computer skills and the ability to use Microsoft Office and other software and programs to prepare documents, track data, and create flyers
• Strong work ethic and the ability to demonstrate initiative, work independently, and complete projects and tasks without detailed instructions
• Ability to maintain confidentiality, exercise professional judgment, and conduct oneself ethically and professionally
• Knowledge of office management principles, methods and procedures
• Ability to lift, drag, and push files, paper, documents, and event supplies weighing up to 25 pounds

Additional Information

This position will remain open until filled. The first review of applications will be on Wednesday, November 15, 2023.

An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.

All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.

As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency. Before entering upon the duties of employment, all public employees take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.

Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.

The City of Santa Clarita is an Equal Opportunity Employer.