Senior Staff Assistant (Solid Waste)

Posting number: 010712-26-PW

Department: Public Works

Division: Solid Waste

Job classification: Senior Staff Assistant

Posting type: Open

Categories: Human Resources, Public Works, Paraprofessional, Miscellaneous, Office and Administrative Support

Summary

THIS JOB POSTING WILL AUTOMATICALLY CLOSE UPON THE RECEIPT OF 50 APPLICATIONS

OR

AT THE FINAL FILING DEADLINE, WHICHEVER OCCURS FIRST.

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

This position provides ongoing administrative support for personnel programs, including payroll and leave administration, vacation and lunch bidding processes, personnel action requests, position control reporting, employee records management, and compliance tracking. This position will assist with safety and training programs by maintaining training records, entering required certifications into applicable systems, and supporting divisional safety initiatives. Additionally, this position will coordinate facility and office support functions, including supplies, access control, lockers, keys, work orders, and other operational needs. 

IDEAL CANDIDATE STATEMENT

Recycling and Solid Waste Division is seeking an individual who has general administrative experience with preferred specialized knowledge of human resources support functions. The ideal candidate will have the ability to communicate effectively and tactfully while fostering positive working relationships. The ability to work in a team environment and independently, depending on the task, is valued. Experience with operational organizations and providing customer service is highly desirable.

Under general supervision, a Senior Staff Assistant performs a wide variety of responsible, confidential and complex clerical duties; compiles, types and proofreads documents; sorts, files, and distributes documents and correspondence; compiles and maintains confidential materials; maintains records; responds to inquiries.

DISTINGUISHING CHARACTERISTICS

This journey-level classification is populated with multiple incumbents. The Senior Staff Assistant independently performs difficult clerical tasks requiring specialized knowledge of clerical functions and department operations. The Senior Staff Assistant is distinguished from Staff Assistant in that the former performs more complex and technically difficult clerical tasks and works more independently.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a division manager or senior-level professional.

Examples of duties

- Researches, compiles, tabulates, checks, and maintains data for special projects and various statistical and financial reports; prepares basic statistical reports, charts and graphs; maintains records for funds and expenditures; maintains complex filing systems and databases. compiles and maintains confidential materials and records related to labor negotiations.
- Types and proofreads a variety of documents including reports, memos, and statistical charts from oral direction, rough draft forms, copies, notes, or transcribing machine recordings; operates adding machines and other office equipment; composes routine correspondence.
- Receives, reconciles and matches bills, claims and other documents, verifies information and searches for missing information; maintains inventory records and information logs; processes purchase requisitions; maintains purchase records; resolves errors in orders received and invoices; orders office supplies; submits expense claims.
- Compiles, tracks, and maintains contract and insurance certificate files for consultants and vendors; reviews and analyzes such contracts and certificates to ensure compliance with the City’s insurance requirements; processes, completes, and forwards proper forms with necessary signatures to appropriate outside administrative agencies on a timely basis.
- Schedules appointments and various meetings; acts as receptionist; answers the telephone and waits on the general public, gives information on department policies and procedures as required.
- Issues, receives, types, and processes various applications, permits, and other forms; reviews, process and files routine forms; responds to complaints and requests for information regarding the intent of instructions, pr