Overview
Office Administrator Jobs in Philadelphia, PA at Heart to Heart Home Care
Definition
The City of Palm Desert provides exemplary and sustainable services, amenities and programs for the benefit of the local and surrounding communities. When you interact with a City employee, you will find our collaborative, driven and efficient staff working together to provide strategic solutions for the community and each other. We are a city focused on external and internal customer service and try to find a way to say “yes,” while not compromising the City’s or our own integrity.
Our efforts are guided by our core values:
Integrity
Stewardship
Service
Community
Innovation
Teamwork
Our employees are passionate about innovation, collaboration and growth, which is supported by the City’s Council and Executive Team. We are an environment that thrives on making changes, pivoting quickly, and is full of movers and shakers. We are constantly striving to improve processes and better our approach so that we can better support the needs of the City. If you have growth mindset and find change exciting, the City of Palm Desert may be your ideal working environment!
THE OPPORTUNITY
The City of Palm Desert is looking for a highly organized and detail-oriented Senior Administrative Assistant to join the City Clerk’s Office. This position is perfect for individuals who are dedicated to public service and providing exceptional customer support.
As a Senior Administrative Assistant, you will play a vital role in researching, compiling, and reviewing information, while also supporting the City Council and departmental staff with various activities and programs. Strong organizational skills, the ability to prioritize tasks effectively, and a solid understanding of departmental processes are essential for success in this role.
Join our team and Apply now!
Under direction, performs the full range of complex, responsible and specialized administrative and office support functions; coordinates the office administrative functions of the department/division; acts as the first point of contact for the department/division to resolve administrative issues and concerns; creates and maintains specialized reports, records and files required in connection with department work processes; interacts with City management and staff on a variety of technical matters; provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; performs technical support work; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED Receives supervision from the department director/division manager. May exercise supervision over technical and/or clerical administrative staff.
Class Characteristics
Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the work unit, Sophisticated mastery of computer software to design, set up and produce such complex documents as spreadsheets and databases involving data interpretation and manipulation; greater accountability for independently producing technical work products and results; and greater responsibility for managing resources to meet deadlines and complete assignments.
This is the advanced journey-level classification in the Administrative Assistant series. Positions at this level are distinguished from the Administrative Assistant II level in that incumbents possess a comprehensive, authoritative understanding of department or division administrative functions and activities and may provide administrative support to multiple management staff members and other senior staff members in addition to completing administrative and technical assignments and assisting in the administration of department projects and programs, including Commissions and Committees. Incumbents at this level typically perform a wide variety of highly responsible and complex technical and administrative support duties requiring a thorough knowledge of the terminology, procedures, and practices for the department/division with a significant degree of independence and accountability for results. Incumbents have responsibility for ensuring the efficient and effective functioning of their assigned program(s) or operational area(s). Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise, are responsible for establishing objectives, timelines, and methods to deliver work products or services, and must be fully aware of the operating procedures and policies of the work unit, sophisticated mastery of computer software to design, set up and produce such complex documents as spreadsheets and databases involving data interpretation and manipulation; greater accountability for independently producing technical work products and results; and greater responsibility for managing resources to meet deadlines and complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.
Examples of Typical Job Functions
(Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Provides difficult technical and administrative work with significant degree of independent accountability in support of a department’s functions and processes; plans, organizes and coordinates activities to assist department managers.
Performs department liaison functions; communicates with various groups to provide detailed information of department and program policies and procedures; receives calls and skillfully handles inquiries regarding department functions and responsibilities; researches and responds to requests; organizes and assists with activities, special projects, meetings, Commissions, committees, and workshops.
Designs, creates, and edits a variety of documents, including detailed and often confidential correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports.
Creates, develops, maintains and updates specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of assigned responsibility; designs, develops and maintains spreadsheets requiring data interpretation and manipulation.
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.
Researches and compiles data for specialized reports and special projects; ensures data accuracy; compiles and prepares reports regarding workload indicators.
Organizes and maintains accurate and detailed databases, files, and records; verifies accuracy of information and researches discrepancies; ensures compliance with established records retention schedules.
Provides support and works with department staff to prepare project and technical specifications and scopes of work as well as project cost and time estimates; prepares and posts legal notices, attends bid openings, documents bid results, verifies that contractors meet City requirements, and prepares staff reports with recommendations.
Maintains department and staff budget information and monitors against expenditures.
Researches, summarizes, and interprets data from various sources and prepares a variety of reports according to established procedures and practices; may submit reports to various local, state, and federal regulatory agencies.
Performs technical accounting and financial support work such as monitoring budgets and accounts, maintaining petty cash, and processing purchase orders, payment vouchers, check requests, and invoices.
Assists management in performing and conducting studies and special projects; collects and compiles data; prepares draft reports; makes recommendations for changes in departmental administrative procedures, policies, and programs.
Assists with development and reporting of grants; reviews for compliance with federal, state, and other funding agencies and City accounting and reporting requirement, as was as applicable laws, regulation, and statutes.
May serve as recording secretary and provides staff support for assigned boards, committees, and commissions; prepares, posts, and distributes public hearing notices, agendas, and informational packets; coordinates meeting logistics and room set-ups; attends meetings; takes and transcribes minutes and processes action items; prepares and posts public and legal noticing related to board, committee, and commission actions.
May provide work guidance and direction to other office clerical employees; trains employees on office policies and procedures and use of department forms; prioritizes and schedules duties and assignments; provides backup support to other department administrative support staff.
Performs other duties as assigned.
Qualifications
Knowledge of:
Applicable federal, state, and local laws, rules, regulations, ordinances, and City policies and procedures relevant to assigned area of responsibility.
Operations, services, programs, policies, procedures, and processes of the City Manager’s Office.
Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.
Organization and function of public agencies, including the role of an elected City Council and appointed boards, committees, and commissions.
Record keeping and filing systems and methods.
Principles and practices of technical data research, compilation, and report preparation.
Basic business arithmetic and bookkeeping.
Business letter writing and the standard format for reports and correspondence.
Methods of preparing and processing various records, reports, forms, and other documents specific to assigned program, department, or division.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Basic principles and techniques of conducting analytical studies, evaluating alternatives, making sound recommendations and preparing effective and technical reports.
Recent and on-going developments, current literature, and sources of information related to assigned programs, projects, and services.
Basic principles and practices of employee leadership and the training of staff in work procedures.
Ability to:
Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and City policies and procedures relevant to assigned area of responsibility.
Maintain confidentiality and be discreet in handling and processing confidential information and data.
Perform advanced and complex administrative support work accurately and with use of independent judgment.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Gather, compile, summarize, and present administrative and technical information and data in an effective manner.
Prepare, review, and present reports and other correspondence and communications in a clear and concise manner.
Establish and maintain accurate databases, records, and files.
Compose correspondence and reports independently or from brief instructions.
Perform arithmetic, financial, and statistical computations accurately.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Effectively use computer systems, software, and modern business equipment to perform a variety of work tasks.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Communicate effectively in English effectively, both orally and in writing.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of 60 semester (or equivalent quarter) units from an accredited college or university, with at least 15 units in business administration, accounting, social science, or a related field; AND five (5) years of increasingly responsible and varied clerical, administrative, and office support experience, including at least two (2) years equivalent to that of an Administrative Assistant II. Associate Degree preferred.
Licenses and Certifications:
None.
Physical Demands
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds with the use of proper equipment. Reasonable accommodations will be made for individuals on a case-by-case basis.
Environmental Elements
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
The City of Palm Desert offers a competitive benefits package to all employees. These benefits include:
Competitive salary (Salary Schedule)
Medical, dental and vision coverage for employee and dependents (up to 100% paid by employer)
12 paid holidays annually
12 paid sick days annually
Two weeks of annual paid vacation, additional vacation available for Management positions
The City does not participate in the Social Security program, except for the mandatory 1.45% Medicare contribution.
2% @ 62 CalPERS retirement, 2% @ 55 for Classic Members
IRC 125 Cafeteria Plan (flexible spending plans)
Life insurance (equal to annual salary)
Longterm Disability Plan
Accidental Death & Dismemberment Coverage
Retiree Health Savings Plan: 1% Employee Contribution, 1% Employer Match
Voluntary Deferred Compensation Program
Tuition Reimbursement Program
Employee Assistance Program
Rideshare Incentive Program
Qualified employer for PSLF Program eligibility
Title: Office Administrator
Company: Heart to Heart Home Care
Location: Philadelphia, PA
