The City of Poway is seeking an experienced Senior Administrative Assistant to support our City Clerk's Office. The City Clerk's Office is a division of the Legislative and Administrative Department, which also includes the City Council, the City Manager, and the City Attorney. They act as the compliance officer for federal, state, and local statutes, such as the Political Reform Act, the Brown Act, the Maddy Act, and the Public Records Act. The City Clerk's Office is the custodian of official records. They are responsible for the citywide records management program, which includes maintaining and protecting all vital, permanent, and historic records of the City, and reviewing, posting, and publishing City Council agenda packets, and legal notices, as well as coordinating with the San Diego County Registrar of Voters on municipal elections.

The ideal candidate will display a professional approach to public service, possess strong attention to detail, grammar, and organizational skills, be self-motivated, and be committed to providing excellent internal and external customer service.

• Plans, organizes, and carries out administrative assignments and special projects related to assigned department; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms.
• Responds to routine letters and general correspondence; composes, proofs, edits, and prepares letters, memoranda, and reports pertaining to standard policies.
• Collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.
• Assists in the preparation and monitoring of assigned budgets, including compiling annual budget requests, recommending expenditure requests for designated accounts, monitoring approved budget accounts, agreements, purchase order, and invoices.
• Assists in a variety of department and program operations; coordinates, oversees, monitors, and participates in special projects, assignments, and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.
• Performs a wide variety of routine to complex administrative and clerical duties to support departmental/divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies.
• Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate City staff; represents the City to all callers and visitors in a professional and customer friendly manner.
• Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.
• Provides support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; overseeing agenda report process; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required.
• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda from rough drafts, verbal instructions, or transcription machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
• Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.
• Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
• May coordinate community outreach and event details, under the direction of assigned management staff.
• Creates and maintains electronic and paper records, including personnel files, agreements/contracts, permits, grants, reports, plans, evaluations and reference lists; acts as department liaison to oversee records management for the department.
• Provides training to lower-level and new staff as required.
• Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.
• Performs other duties as assigned.

A FULLY COMPLETED APPLICATION, INCLUDING RESPONSES TO SUPPLEMENTAL QUESTIONS, ARE REQUIRED AND PART OF THE REVIEW AND QUALIFYING PROCESS. QUESTIONS MUST BE ANSWERED COMPLETELY; REFERENCING YOUR RESUME IN LIEU OF ANSWERING A QUESTION WILL BE CAUSE FOR DISQUALIFICATION.

Applicants will be evaluated on the basis of relevant training and experience as presented in the application and supplemental questions. The following criteria will be used in the screening process: Writing Skills (grammar, spelling, punctuation) - suitable and appropriate for position; Work Experience - consistent, compatible and applicable for the position; and Supplemental Questions - content is inclusive and congruent with the position. The process may include interviews and/or performance tests. Successful candidates will be placed on the eligibility list, which will be in effect for a period of six months. A background investigation including LIVESCAN fingerprinting, tuberculosis screening, reference checking, and verification of previous employment and education are required. Applicants will be required to submit verification of the legal right to work in the United States. The City of Poway participates in E-Verify. All employees are required by law to sign a loyalty oath to the United States and the State of California Constitution at time of hire.