Job Description
Are you looking for a meaningful career that has a positive impact on the community ? If you answered YES , come join the City of Sparks! Aside from working for an organization that is dedicated to the community, you will also receive a generous and competitive salary, benefit package, tuition reimbursement, bilingual pay (when applicable) and retirement plan . People who come to Sparks stay in Sparks.
Application Tips :
- COMPLETELY fill out and update your general online application before attaching it to any new job posting. HR reviews information listed on the application submitted to the specific job posting. HR does NOT use personnel files in the screening process.
- Contact information: use an email address you can easily access at any time.
- The Qualifications section below is your guide to understand what the City is looking for on your application, use this to your advantage. It is up to the candidate seeking employment/promotion to include all relevant information for qualification purposes, on the application the candidate submits to be considered for the job.
- DO attach: licenses/transcripts/certificates that will demonstrate you meet the education or certification requirements (see qualifications section to determine what documents to attach) or preferred experience/education.
- DO NOT attach resumes or cover letters . The City of Sparks does not review these items with the application.
- Enable TEXT messaging in your application before you hit submit! This feature will allow the recruiter to send you important reminders throughout the recruitment process.
CLOSING DATE: This position will close on Thursday, October 24, 2024 at 4:00 PM pacific time, OR when the first 75 qualified applications have been received by Human Resources , WHICHEVER COMES FIRST. A qualified applicant is a person who has met the minimum qualifications and submitted a valid typing certificate demonstrating their ability to type 40 net words per minute.
Typing Test: This position requires the ability to type at 40 net words per minute
. Applicants must attach a valid typing certificate to their application. Typing certifications may be obtained from a public/private employment agency or school. Certifications must have been obtained within the last 12 months, the test should be a minimum duration of three (3) minutes and the certificate must possess a signature from the certifying agency.
On-line certifications will NOT be accepted. If you haven't completed a typing test/certification as listed above, please see below for ways to obtain one.
Employ NV Career Hubs offers typing tests/certifications. To find a location visit:
Civil Service Testing: The Civil Service Examination for this position will be a written exam conducted in-person at the City of Sparks' City Hall Building, located at 431 Prater Way, Sparks, NV on the following dates:
- Friday, November 1, 2024
- Monday, November 4, 2024
Please note that these are the only dates currently scheduled for testing. Additional dates may be considered depending on department availability and need . If you have questions about testing, please email hrstaff@cityofsparks.us. Qualified applicants will be notified of testing specifics, including time and meeting room.
If you have any questions, please email hrstaff@cityofsparks.us. The City of Sparks is an Equal Opportunity Employer.
DESCRIPTION Under limited supervision, provide varied, complex and confidential secretarial and office administrative assistance to a Department Director and associated staff. May provide lead direction and training to clerical support staff. Provide difficult, complex, technical and specialized office support to department head and division leaders and plan and coordinate daily departmental activities.
DISTINGUISHING CHARACTERISTICS This position in the Administrative series reports to a Department Director. This is an advanced and experienced position of specialized knowledge with a high degree of autonomy. This class is distinguished from other office support classes in that it requires professional interactions with senior leadership staff and elected officials.
Type accurately at the rate of forty (40) net words per minute. Education and Experience: Equivalent to a High School Diploma and six (6) years of secretarial or office administrative experience, including at least two (2) years of secretarial or office administrative experience in the public sector.
Licenses and Certificates: Specified positions may require possession and maintenance of the equivalent to a valid Nevada Class C driver's license within thirty (30) days of hire.
Specified positions may require possession and maintenance of an NCIC/NCIJS Certification and/or a Nevada Notary Public Appointment within six (6) months of hire.Receive and screen visitors and incoming communication, providing information which requires the frequent use of discretion, initiative, independent judgment and interpretation of policies and procedures to ensure smooth operations of assigned department and relationships with the public. Maintain the Department Director's schedule and meetings. Screen requests and ensure that the Department Director is cognizant of meeting times and individuals.
Research, compile and summarize a variety of informational materials. Communicate effectively with other departments and staff as necessary both orally and in writing. Coordinate activities with other City departments including follow-up on projects assigned to other departments. Transmit information to others from the Department Director and associated staff. Provide confidential information to other agencies, courts and/or district attorney’s offices as required.
Draft a variety of documents and reports from notes, brief instructions, printed materials, or transcription equipment. Review finished materials for completeness, accuracy, format, compliance with policies and procedures, including department specific knowledge in specialized areas. Prepare documents for signature and route accordingly. Process mail and either personally handle or route for handling to appropriate department. Initiate specified correspondence independently for signature or staff.
Process a variety of paperwork from staff and prepare for appropriate signature and distribution to payroll and human resources and other City staff. May include personnel action forms, performance evaluations, timekeeping records, requests for training, workers compensation documents, requests for leave and personnel requisition forms.
Perform general accounting including accounts payable and receivable. Maintain petty cash, process purchase orders and payments, inventory and maintain inventory reports and maintain financial journal of expenses.
Coordinate and participate in the budget process with the Director and division managers by compiling data, statistics, records, and reports and prepare draft administrative information for implementation of the department budget.
Organize workload and daily tasks, set, and follow priorities based on Director’s and Division’s priorities, and meet critical deadlines. Maintain various administrative, reference and follow-up files. Maintain data and supporting documentation in appropriate databases. Purge files as needed or requested within identified retention schedules.
Organize and arrange meetings, workshops, events, and travel for staff. Plan and make logistical arrangements for meetings, banquets, and other events. Attend meetings, take minutes, and prepare and distribute minutes as appropriate.
Provide training and work direction to clerical support staff, vendors, and contractors when needed. Verify timesheets and track contract labor hours and costs.
May be required to perform designated role on Emergency Management Team. Police Department assignment may be required to fill in as Police Operations Specialist.
Perform other duties which may be assigned.
Knowledge, Skills and Abilities: - Knowledge of budgetary principles and practices
- Knowledge of supervisory principles and practices
- Knowledge of records management principles and practices
- Knowledge of public and business administration principles and practices
- Knowledge of and ability to use computer applications and software related to the work including Microsoft Office
- Knowledge of advanced office administrative and secretarial practices and procedures
- Knowledge of department and city specific programs and activities
- Knowledge of business math
- Ability to use initiative, independent judgment, tact, discretion, and prudence within established guidelines
- Ability to use proper English grammar
- Ability to train others in work procedures
- Ability to establish and maintain effective relationships with those contacted during work
Physical Demands: Requires ability to work in a typical office setting and use standard office equipment. Requires the ability to sit for long periods of time.
SUPPLEMENTAL JOB INFORMATION
- This is a Civil Service position and is Non-Exempt under FLSA guidelines
- This position reports to a Department Director
- Supervision exercised: May plan, assign and review the work of support staff, temporary staff, or volunteers
- May be called back, held over, work off-hours, nights, weekends, and holiday shifts as required
- May be required to work during emergency circumstances or inclement weather conditions
- May be required to pass a pre-placement drug screen and background investigation
Human Resources will require prior to the first examination for the position, necessary documentary evidence be submitted for fitness of any qualification. Any requirement not met for the advertised position prior to the first examination for that position, will be cause for Human Resources to decline to examine, certify or hire the applicant.
Recruitment Communication:
Human Resources will be contacting you at various stages of the recruitment process via email only, even if you have chosen U.S. mail for prior application processes or for applications with other agencies. Please make sure your email address is accurate.
Reasonable Accommodation:
Human Resources will make efforts to provide reasonable accommodations to disabled candidates in the selection process. If you have special needs, please notify the Human Resources office when you turn in your application or at least three (3) business days prior to the examination/interview by calling (775) 353-2345.
Disclaimer:
The City of Sparks hires and promotes candidates based on a competitive merit selection process, which may include any or all of the following: screening for minimum qualifications, written examinations, supplemental training and experience questionnaires, assessment centers, interviews (oral or written), physical tests or any combination which the Sparks Civil Service Commission may order.
Scoring in the top five (5) for promotion or top ten (10) for entry level in any part of the selection process merely advances the applicant to a higher round of examination, which may consist of additional interviews and other evaluations. Scoring in the top five (5) or ten (10) gives no right to be selected for the position. The City of Sparks reserves the right to select applicants who demonstrate the best combination of qualifications for the position.
Job Tags
Holiday work, Full time, Contract work, Temporary work, For contractors, Night shift, Weekend work,