Administrative and Clerical Support Series

Job Description:

Administrative and Clerical Support Series

Description

Description

The City of Costa Mesa is seeking detail-oriented and organized clerical support professionals to join our team and contribute to our mission by providing essential administrative support.

WHY WORK FOR COSTA MESA:
The City of Costa Mesa, with the motto "City of the Arts", is one of California's most eclectic and vibrant cities. Located just one mile from the Pacific Ocean and in the heart of Orange County, Costa Mesa is a great place to live , work and play. The City offers exceptional employee benefits, opportunities for training and development, and prides itself on its Core Values of Integrity, Sustainability, Compassion, Innovation, Inclusion and Collaboration.

ADMINISTRATIVE & CLERICAL SUPPORT SERIES* SALARY RANGES :

Office Specialist: $45,672 - $ 61,200 annually ($21.96 - $29.42 per hour)

Office Specialist I: $50,484 - $67,644 annually ($24.27 - $32.52 per hour
Office Specialist II: $54,396 - $72,900 annually ($26.15 - $35.05 per hour)
Administrative Assistant: $62,748 - $84,096 annually ($30.17 - $40.43 per hour)
Administrative Assistant (Confidential): $63,672 - $85,344 annually ($30.61 - $41.03 per hour)
Executive Assistant: $69,024 - $92,508 annually ($33.18 - $44.48 per hour)
Executive Assistant (Confidential): $70,056 - $93,900 annually ($33.68 - $45.14 per hour)

APPLICATION AND SELECTION PROCESS:

Applications must be completed and submitted online. This recruitment will remain open until filled and may close without prior notice, therefore prompt application is encouraged. Application review and testing will be conducted on an ongoing and/or as needed basis. The eligibility list/s established from this recruitment may be used to fill future full-time and part-time vacancies in any classification in the series that may occur during the life of the list.

We are currently accepting applications for future full-time and part-time openings, as well as the current vacancies:

-One (1) full-time Administrative Assistant (Confidential) assigned to City Manager's Office

-One (1) part-time Office Specialist (20-25 hours per week) assigned to City Clerk's Division

First application review date: October 7, 2024

Candidates are requested to provide specific information on their education and experience as it relates to the position/s by completing all fields of the application. Applications may be rejected if incomplete. The initial application screening and invite to written exam will be based upon answers to the Supplemental Questions only. Prior to placement on the eligibility list, answers to the Supplemental Questions will be verified against information provided in the “Education” and “Work Experience” sections of the employment application.

It is recommended you use a personal email address on your application instead of a work email address . Notifications during this recruitment will be sent by email only (regardless of the notification preference selected during the online application process).

The selection process will include the following components: application review and evaluation, written examination, typing certification review (if applicable), and selection interview/s. The written examination dates are to be determined and will be conducted on an as needed basis. Please notify the Human Resources Division 72 hours in advance of the test date if you have a disability which requires accommodation for the testing process.

A ll employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process which may include, but is not limited to: comprehensive background investigation, reference check, criminal history check (Live Scan fingerprint check), polygraph examination, post-offer psychological evaluation and post-offer medical evaluation (may include drug screen).

*ADMINISTRATIVE & CLERICAL SUPPORT SERIES:

Please note the following regarding this series (may not be applicable to all classifications/assignments):

• Office Specialist positions may be filled at either the Office Specialist, Office Specialist I or Office Specialist II level depending on the qualifications of the candidate.
• To be considered for the positions in the series (excluding Office Specialist), candidates must be able to type at a speed of 40 wpm net (corrected) or better. Instructions for submitting verification of typing speed will be provided at a later date if selected to proceed in the selection process.

• Confidential Employee Designation: Employees in classifications deemed “(Confidential)” may have access to decisions or the decision-making process of the City concerning matters related to employer-employee relations. Confidential employees may have access to, or prepare, confidential materials, information, and/or recommendations on behalf of the City in matters relating to employer-employee relations and therefore is a non-represented confidential employee.

• For any positions assigned to the Police Department- Candidates are required to successfully pass a thorough background check which includes, but is not limited to, a comprehensive investigation, fingerprinting, polygraph examination and credit check. Recent drug usage, theft, or other illegal activity may disqualify you. Record must be free from any felony conviction and/or any misdemeanor conviction involving moral turpitude and/or excessive traffic violations.

• Positions designated as CDBG. Some Office Specialist positions within the Economic and Development Services Department may be a limited-term position dependent upon Community Development Block Grant (CDBG) funding. Limited-term employees are hired for a specific purpose or need related to a defined project, program, or activity with a specific duration or articulated funding. Employees who transfer, or are promoted, into full-time limited-term positions shall be considered at-will for a period of one year, which shall be considered as a probationary period, and shall not have any right of retrenchment in case of layoff or failure to pass the one year probation. The limited-term/probationary status may be extended up to one year. At the end of this period, an employee may be converted to a grant funded employee. However, in the event that the CDBG funding is no longer available, the position may be eliminated. Grant funded employees may be laid off out of seniority.

Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.

Essential Functions

To view complete job descriptions and essential functions for each position in the series, please click on the links below:

Office Specialist/Office Specialist I/Office Specialist II

Administrative Assistant

Administrative Assistant (Confidential)

Executive Assistant

Executive Assistant (Confidential)

Qualification Guidelines

All positions require graduation from high school or its equivalent and possession of or ability to obtain a valid California Driver's License.

An equivalent combination of education and relevant experience that provides the desired knowledge, skills and abilities to successfully perform essential functions may also be considered.

Office Specialist: Requires some work experience in an office environment that includes public contact is desirable.

Office Specialist I: Requires one year of experience in related clerical work involving a variety of typing and/or office operation responsibilities. Requires ability to type at a corrected rate of 40 net words per minute.

Office Specialist II: Requires two years of related, progressively responsible clerical work requiring the application of policies and procedures. Requires ability to type at a corrected rate of 40 net words per minute.

Administrative Assistant & Administrative Assistant (Confidential): Requires three years of progressively responsible secretarial and clerical experience. Secretarial and clerical experience in a public agency is desirable. Experience supporting a public agency governing body and/or commission is desirable. Requires ability to type at a corrected rate of 40 net words per minute.

Executive Assistant & Executive Assistant (Confidential): Requires three years of progressively responsible secretarial and clerical experience, including administrative support to management or executive level staff. Secretarial and clerical experience in a public agency is desirable. Experience supporting a public agency governing body and/or commission is desirable. Requires ability to type at a corrected rate of 40 net words per minute.

Supplemental Information

PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:

Please contact Human Resources for a summary of the essential tasks and environmental factors for this classification.

Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.

PUBLIC EMPLOYEE DISASTER SERVICE WORKER:

In accordance with Government Code Section 3100 - all City of Costa Mesa employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.

EQUAL OPPORTUNITY EMPLOYER:

The City of Costa Mesa is an Equal Opportunity Employer.

To view 2024 benefit information for all groups, Click Here
To view 2025 benefit information for all groups, Click Here

New Full-Time employees contribute 9% of their salary on a pre-tax basis towards the 2%@60 or 2%@62 CalPERS retirement formula depending on eligibility.

Full-Time employeesreceive the following health insurance flexible benefits contribution:

• Current: $1,600monthly
• Effective January 2025: $1,650monthly

New Part-Time employees are appointed by and serve at the will of the Department Director. They are reviewed for merit salary advancement on a periodic basis. Generally, part-time employees are limited to no more than 1,000 hours of work per fiscal year (July 1 - June 30). Certain part-time employees, however, are permitted to exceed this limit.Part-time employees participate in either the Public Agency Retirement System (PARS) or the California Public Employees Retirement System (CalPERS) depending on eligibility. Employees enrolled in PARS contribute 3.75% of salary with a matching City contribution. Employees enrolled in CalPERS contribute 7% - 9% of salary depending on eligibility. Part-time positions are eligible to receive general leave benefits. General leave can be used for sick, vacation, or holiday time.

The City does not participate in the Social Security system; however, federal mandate requires all new employees to contribute 1.45% of wages to Medicare. As a condition of employment, all new employees are required to enroll and participate in the direct deposit program.

Closing Date/Time: Continuous

Salary:

See Position Description