Administrative Aide I - Engineering | City of Hawthorne

The Administrative Aide I is an entry level position within the clerical series. Under general supervision, performs a variety of entry level clerical work; including word processing and file management; and performs other related work as required. The Administrative Aide I report to a division head, manager or designee. ESSENTIAL FUNCTIONS

The following is a list of typical duties assigned to this classification. The duties included on this list are examples and not intended to be all-inclusive or restrictive.

• Prepares reports, memos, and correspondence using a personal computer and appropriate software

• Assures conformance with established formats. Edits for correct spelling, punctuation, and language.
• Serves the public answering routine inquires via email, in person or by telephone in a courteous and tactful

• Indexes, codes, and cross references records or files according to established procedures.
• Files materials, keeping all filing up-to-date and in a logical order. Pulls and checks out filed material.
• Provides administrative support in preparation for City meetings such as council, commission, board and

• Posts data in an accurate fashion, keeps records, and prepares routine reports in accordance with pre-

• Sorts and arranges documents or correspondence in alphabetical or numerical order.
• Processes repetitive documents in accordance with established procedures, checking for accuracy and

• Assist with processing employee payroll cards.

• Opens, sorts, time stamps, and routes incoming mail. Stuffs, seals, stamps, meters, and registers outgoing

• Orders, monitors and stocks office supplies.
• Computes and receives fees and money and processes invoices for payment.
• Responsible for set up and clean-up of refreshments for meetings.
• Operates modern office equipment including a personal computer and related software.
• Establishes and maintains confidential files concerning personnel and/or policy matters.
• Maintains office equipment in proper working order.
• Communicates clearly and concisely using proper English language and phraseology, both orally and in

• Performs other duties as necessary and required.

MINIMUM QUALIFICATIONS Education, Training and Experience

• Graduation from high school or GED and;
• One (1) year of increasingly responsible secretarial/office administrative experience.

Licenses, Certificates and/or Special Requirements:

• A valid California class “C” driver’s license, safe driving record, and proof of insurance are required at the

time of appointment. RECRUITMENT PROCESS

A complete City application and supplemental questionnaire (if applicable) are required to be considered for any open position and must be filled out completely, showing clearly that the minimum qualifications are met. Applications may be accompanied by a resume describing experience, education & training in relation to the requirements of the position, however resumes will not be accepted in lieu of a City employment application. Incomplete applications will be rejected from consideration.

The City’s employment application is located at www.cityofhawthorne.org. Please complete all the required information as provided on the form. Do not alter the application.

City Hall business hours are Monday through Thursday from 7:30 a.m. to 5:30 p.m. and closed every other Friday. On the alternate Friday, City Hall hours are from 7:30 a.m. to 4:30 p.m. Please contact the Human Resources Department at (310) 349-2950 with any questions regarding this recruitment. Note: Communications from the Hawthorne Human Resources Office regarding this recruitment will be via email. Please periodically check spam or junk mail folders.

All employment application materials received by the final filing deadline will be reviewed to determine the level and scope of applicant qualifications for the position. All information provided by an applicant is subject to verification.

TESTING & SELECTION PROCESS

All properly completed applications will be reviewed and only the most highly qualified candidates will be invited to continue in the selection process. The selection process may include a supplemental questionnaire, a written test, a performance test, and/or an oral interview to evaluate the applicant’s skill, training, and experience. An applicant requiring reasonable accommodation during the testing and selection process must inform the City of Hawthorne Human Resources Department at (310) 349- 2950 at least seventy-two (72) hours in advance of the

established testing date. Applicants completing selection testing with acceptable results will qualify to have their name placed on an Eligibility List. The Eligibility List will be considered by the hiring authority to fill current and future vacancies for the position.

V ET ERANS’ PREFERENCE CREDIT

The City of Hawthorne provides Veterans’ Preference Credit to qualified candidates who are successful in the examination process. To be eligible for this preference, a legible copy of DD214 upon application filing with the Hawthorne Human Resources Department is required.

COMPENSATION AND BENEFITS

City employee may be eligible to participate in a benefit program including holidays, vacations, savings and retirement plans, health programs, educational reimbursement and other benefits listed in the Hawthorne Municipal Employee Association (HMEA) Memorandum of Understanding. Benefits may change due to employer-employee negotiations.

Eligible City employees will participate in a defined benefit retirement plan administered by California Public Employees’ Retirement System (CalPERS).

For additional details, refer to the City’s website: www.cityofhawthorne.org under MOUs & Salary Schedules.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

The City of Hawthorne is an Affirmative Action/Equal Employment Opportunity Employer. We are committed to providing all individuals equal opportunity in employment regardless of age, sex, race, national origin, religion, color, ancestry, marital status, sexual orientation, medical condition, physical or mental disability, or service as a military veteran. Women, minorities and disabled individuals are encouraged to apply. ABOUT THE CITY

Incorporated in 1922, the City of Hawthorne currently has a population of nearly 87,000 within a six square mile area. Ideally located near the Los Angeles International Airport, connected by rail to the Port of Los Angeles and downtown Los Angeles, and surrounded by the San Diego (I-405), Harbor (I-110), and Glenn M. Anderson (I- 105) Freeways, the City of Hawthorne could easily be termed the Hub of the South Bay. By virtue of its location, Hawthorne affords easy, quick access to all that Southern California offers; culture, sports, entertainment, mountains, and beaches. Temperatures in the area are always among the most pleasant in the Los Angeles basin. The City of Hawthorne possesses a shared vision towards the future to create a great city and build an economy, which supports the communitys desire for a high quality of life.

THE PROVISIONS OF THIS JOB BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT OR GUARANTEE OF EMPLOYMENT. ANY OF THE PROVISIONS CONTAINED HEREIN

MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.