Administrative Assistant I (20610282)

Job Description:

Administrative Assistant I (20610282)

Description

The City of Burlingame is accepting applications for the position of Administrative Assistant I in the City Clerk Department.

Our diverse family of employees welcomes you to apply. We are a small city that gets a lot done, and each member of our team is vital to our success as an organization.

We recently asked our employees what they enjoyed most about working for the City of Burlingame, and their responses fell into five general categories:

• Colleagues
• Community
• Location
• The Work
• The Benefits

Browse the Burlingame Welcome Brochure for more information about why employees love working here or view our City of Burlingame is a Great Place to Work Video:

Welcome Brochure


City of Burlingame is a Great Place to Work Video


For more detailed information regarding the minimum qualifications and essential functions of the position, please review the Administrative Assistant I job description.

Job Description URL:

https://cms6.revize.com/revize/burlingamecity/document_center/Human%20Resources/...

Ideal Candidate

Under the direction of the City Clerk, the Administrative Assistant I performs a wide variety of complex administrative functions to support the department. We are seeking someone with work experience as an Administrative Assistant with proficiency in technology and social media platforms such as Instagram, Facebook, Nextdoor, and Bluesky.

Candidates who are selected to participate and receive a passing score in the examination process will be placed on an Administrative Assistant I eligibility list, from which current and future vacancies (within the next year) may be filled.

ESSENTIAL FUNCTIONS:

• Strong knowledge and experience in the use of Microsoft Office applications including Word, Excel, Publisher, and Power Point
• Maintain a variety of statistical records; input, format, and process statistical data; check and tabulate data; prepare simple statistical reports; compile data for inclusion in reports and other documents and/or for use by other staff members
• Research records for information and compile summaries and tabulations which may be submitted directly to the requesting individual or agency
• Provide information and assistance to a variety of interested parties, screen telephone calls, emails and visitors, referring them to appropriate party or agency
• Issue permits, process permit refunds, and maintain permit files electronically
• Arrange appointments, meetings, conferences and trips for the division or department head and staff as required
• Respond to complaints and requests for information on regulations, procedures, systems and precedents relating to responsibilities assigned
• Perform a variety of other administrative detail in areas such as monitoring of budgetary expenditures and fund levels, process time cards, payroll and accounts payable and receivable documents
• Operate a variety of office equipment including computers, calculators and copiers; establish and maintain records management services for the department
• Perform general clerical work including filing, scheduling appointments, ordering and maintaining office supplies, sorting and distributing department mail, act as receptionist, answer telephone and provide timely customer service to the public
• Provide administrative support to a Commission as assigned; attend meetings of the Commission; record, transcribe, type and distribute minutes
• Type and proofread a wide variety of correspondence, reports and other material for the department or division head or other appropriate staff
• Independently compose correspondence related to responsibilities assigned
• May operate a two-way radio for messages and dispatching personnel
• May direct the work of other administrative or support personnel
• May perform class registrations, facility registrations and rentals; may receive monies and record payments as appropriate, and may prepare summaries of transactions

QUALIFICATIONS :

Education/Experience: Sufficient education and experience to satisfactorily perform the duties of this classification. A typical qualifying background would be graduation from high school and four years of increasingly responsible administrative and clerical experience. Prior experience with a municipality or county is preferred.

KNOWLEDGE OF :

• Principles of office management
• Modern office methods, procedures practices, and computer equipment and programs
• Microsoft Office applications
• The functions and organization of municipal government and the particular department
• Basic mathematics
• English usage, spelling, grammar, and punctuation
• Business correspondence and basic report writing
• Comprehensive record retention systems
• Basic principles of supervision and training

ABILITY TO :

• Perform responsible and difficult secretarial work involving the use of independent judgment
• Effectively manage office administrative functions
• Use excel spreadsheets
• Assemble PowerPoint presentations
• Manage email files
• Acquire a thorough knowledge of department functions, procedures and policies and a working knowledge of city operations
• Work independently and make decisions on work priorities and procedural matters with only limited direction received
• Maintain accurate and complete records
• Handle, maintain and process cash and related records
• Deal with people and matters with confidentiality and sensitivity
• Work effectively and cooperatively with other staff and the public
• Type at a speed necessary for successful job performance

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS :

Work extended or irregular hours at times; sit at a desk and/or stand at a counter for long periods of time; stand and walk for moderate periods of time; crouch/stoop/squat occasionally. Hear phones and normal conversations; communicate with people from various cultural backgrounds; remain calm during difficult situations.

Benefits

BENEFITS:

• Retirement: CalPERS 2.5% at 55 for Classic members and 2.0% at 62 for New members; Classic members contribute 1.5% of the City’s contribution to CalPERS retirement via payroll deduction on a pre-tax basis
• Health Insurance: Choice of CalPERS Medical plans. City pays up to 92.5% of medical premium of most medical plans
• City contribution to Retiree Health Reimbursement Arrangement (HRA)
• Dental and Vision for employee and dependents
• Term life insurance policy in the amount of $75,000
• Long-Term Disability Insurance plan pays 60% of monthly salary ($3,500 max)
• Vacation leave of 10 days for the first 4 years and increases with years of service
• Fourteen paid holidays per year (includes 2 floating holidays)
• Sick Leave: 12 days per year
• Deferred Compensation: City contributes $45 per pay period matching contribution to a 457 plan
• Section 125 Flex Benefit: Un-reimbursed Medical and Child Care
• Transportation Incentive Program
• Reduced fee for City Recreation fitness classes
• Employee Assistance Program

Special Instructions

APPLICATION PROCESS

This recruitment will close Sunday, May 11, 2025 at 11:59 p.m. or upon receipt of the first 100 applications, whichever occurs first.

Interested candidates must submit a completed online employment application.

Please note attachments need to be in a PDF format. If you are having difficulty attaching documents in CalOpps, please email
hr@burlingame.org
for assistance.

Unless otherwise specified, all correspondence will be conducted via the email address provided on your application.

Tentative Dates for Examinations (subject to change):

• Oral Panel Interview: TBD
• Department Interview: TBD

SELECTION PROCESS

All applications will be reviewed for relevant education, experience, training and other job related qualifications. Meeting the minimum qualifications does not guarantee that a candidate will be invited to participate in the selection process. Based upon a review of employment applications and resumes received, a limited number of the qualified applicants will be invited to participate in the examination process.

The process will consist of an Oral Panel Interview. An eligibility list will be established from those who pass the examination process with a score of 70% or higher. Current and future vacancies may be filled from this list. The list will remain in effect for at least one year unless abolished sooner.

The department will invite the most qualified candidates from the eligibility list to a department interview. The City Clerk will make the final appointment.

Note: The City of Burlingame reserves the right, at its discretion, to limit the number of qualified candidates invited to the selection process.

PRIOR TO APPOINTMENT

Candidates will be required to:

• pass a fingerprint check submitted to the Department of Justice
• pass a background investigation
• comply with The Immigration Reform and Control Act of 1986 and provide proof of identity and authorization to work in the United States at date of hire.

This position has a 12 month probationary period from the date of hire. Whereby, the selected candidate must receive a rating of no less than 'satisfactory' at the end of the probationary period to continue forward with employment. During the 12 month probationary period, the selected candidate can be terminated with, or without cause.

The City of Burlingame is an Equal Opportunity Employer and as such does not discriminate on the basis of race, color, sex, religion, ancestry, physical or mental disability, marital status, sexual orientation, or national origin in its employment actions, decisions, policies, and practices. The duties described in this job announcement are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. This job announcement does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Closing Date/Time: 5/11/2025 at 11:59pm or until 100 applicants

Salary:

$6,541.69-$7,948.42 Monthly