Definition
FILING DATE
This recruitment is set to close on Tuesday, June 14, 2023 but may close sooner without prior notice. Interested applicants are encouraged to apply promptly. Testing will be based on a reasonable pool of qualified applicants.
This recruitment is to establish an eligibility list of qualified candidates to fill one (1) current full-time vacancy with the City Clerk's Office.
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The City of Lynwood is looking for an individual who provides great customer service and has a passion for public service. Having the best employees provides the best service to the community.Under general direction to perform and carry out a variety of analytical and administrative duties for the City Clerk; to relieve the City Clerk of administrative and clerical details; and to do other related work as required.
DISTINGUISHING CHARACTERISTICS
The position is distinguished from other classes by the confidential and sensitive nature of duties, and administrative assignments related to working in the City Clerk's office. This position required a considerable degree of initiative and mature judgement. The incumbent must possess the experience and diplomacy necessary to interact with the public. Duties are performed under minimal supervision and require a comprehensive knowledge of City policies and Procedures.
Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties and responsibilities listed below are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed within the job class, and incumbents may expect to perform other related duties.
Acts as a confidential administrative assistant to the City Clerk and relieves him/her of a variety of administrative and clerical details; analyzes and reviews the operations and administrative procedures of department; develops and implements revised procedures and corrective actions; reviews, evaluates and recommends changes for administrative processes, work flow, records and other documents, and achievement of stated departmental objectives; may supervise subordinate staff; attends meetings, takes and transcribes dictation for letters, reports and memoranda; prepares a variety of materials including correspondence, reports, resolutions and ordinances; gathers information and composes correspondence in reply to various requests, inquiries and questionnaires; acts as liaison between City Clerk and various interest groups; processes conference registrations and reservations; maintains office and confidential records, departmental financial records, assists in departmental annual budget processes; collects, processes, evaluates, and interprets data for statistical analysis to support research and development purposes; coordinates data collection with other units; answers the telephone and interviews callers, exercising considerable independent judgement in providing information and referring to appropriate parties; maintains executive appointment schedule, prepares agenda materials for City Council or board meetings; operates a variety of office equipment and maintains office supplies at necessary levels.
Qualifications
Knowledge of:
- City policies, rules and regulations.
- Principles and practices of administration, organization and their application in solving a variety of operational and administrative problems.
- Modern office methods, procedures and equipment.
- Account and statistical recordkeeping.
- Correct English usage, spelling, grammar and punctuation.
- Personal computer (i.e. word, excel, power point, desktop publishing and Internet research).
- Current principals and priorities used in the planning of services.
Ability to:
- Interpret and apply City rules, laws and policies with good judgment while carrying out a variety of office assistance, stenographic and administrative detail assignments.
- Evaluate the effectiveness of administrative functions and implement changes to provide for more effective and efficient operations.
- Compose correspondence independently.
- Perform responsible and difficult office assistance work with speed and accuracy.
- Perform financial and statistical record keeping on a regular basis.
- Prepare and maintain a variety of records and reports.
- Ability to transcribe information accurately.
- Type at a rate of 65 words per minute from clear, legible copy.
- Deal tactfully and courteously with other City staff and the general public.
- Operate computer using current Microsoft Office programs.
- Establish and maintain cooperative working relationships.
- Express ideas effectively, both orally and in writing.
Requirements
Any combination of training and experience, which would provide the required knowledge, skills, and abilities, is qualifying. A typical way to obtain this knowledge and abilities would be:
Experience:
Five years of increasingly responsible experience in office practices involving frequent public contact, administrative support, technical experience involving research and analysis, budget preparation and other ancillary support services.
Education:
Completion of college level courses in office information systems and office practices is desirable.
SPECIAL REQUIREMENTS
Possession of a valid California Class C driver's license issued by the California State Department of Motor Vehicles and good driving record.
Bilingual in English and Spanish is desirable.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions on a case-by-case basis. Ability to exert light to moderate physical effort, and exert sufficient force to lift, carry, push, pull, or otherwise move objects up to 25 pounds. Ability to remain in a sitting/standing position for extended periods of time. Ability to hear and speak to the general public and City staff on the telephone and in person. Hand and eye coordination are needed to operate office equipment. Strength, dexterity, coordination, and vision to use keyboard and video/computer display terminal. Driving to offsite locations is sometimes required.
Environment is generally clean with limited exposure to conditions such as dust, fumes, odors, or noise. Video terminal is used on a daily basis. Requires traveling throughout the City and adjacent areas for occasional meetings, and the attendance of night meetings.
This job specification should not be interpreted as all-inclusive. It is intended to identify essential functions and requirements of the job. Not all incumbents may perform all duties at all times. However, incumbents must be able to perform essential duties, with or without accommodation for disability at any time while holding this position.
OTHER IMPORTANT INFORMATION
EMERGENCY DISASTER WORKER
City of Lynwood employees are registered as an Emergency Disaster Worker. All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.
REASONABLE ACCOMMOTATIONS
The City of Lynwood is an Equal Opportunity Employer, special assistance with the application and examination process is available upon request, for persons with disabilities. Notify Human Resources for assistance at (310) 603-0220 ext. 221 no later than three working days prior to the closing or scheduled examination/interview date.
SELECTION PROCESS
Your online application packet must include:
1 - A completed online employment application.
2 - A completed supplemental questionnaire.
Failure to submit a complete application packet will result in disqualification from the examination process.
Job applications must completely be filled out; a resume cannot substitute for some of the information. Be sure to be detail in your education, training or other relevant coursework that would make you a particularly strong candidate.
It is the applicant's responsibility to make sure the application is properly submitted.
Applicants will receive communication through email.
Complete application materials will be screened in relation to the criteria described in this job announcement. No postmarks, faxes or emails will be accepted. Only those candidates deemed to be the most qualified and meeting the City’s particular needs will be invited to continue in the recruitment process. The recruitment process may consist of a written examination, practical examination and/or an oral interview conducted by a panel of experts. Provisions of this bulletin do not constitute nor guarantee an expressed or implied contract for employment and may be revoked or modified without notice.
Candidates deemed most qualified will be invited to participate in a panel interview. Prior to the first day of work, selected candidates must pass a background (live scan fingerprinted) and physical examination, including a drug screen.
LEGAL RIGHT TO WORK IN THE UNITED STATES
The Immigration Reform and Control Act of 1986 requires all new hire employees to submit verification of the legal right to work in the United States within three (3) business days beginning with the first day of work. The City is legally prohibited from employing anyone who cannot provide such verification of documentation.
EQUAL OPPORTUNITY EMPLOYER
The City of Lynwood does not discriminate on the basis of race, color, religion, disability, sex, age, national origin, or sexual orientation.
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