(7)AR 011607 Full time Administrative Assistant

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ADMINISTRATIVE ASSISTANT CITY OF COLTON Page 2 of 4 • Assist in annual budget preparation and budget monitoring; may compile budget figures and prepare brief justifications. • Organize meetings by notifying participants, making room arrangements, and preparing required informational materials. • May take minutes at commission or other meetings. • Direct, train, and provide work review for assigned clerical support staff. • May be required to use special communications devices (e.g., Nextel, city radio) to communicate with department staff in the field. • May be required to process detailed payroll/timesheet information in accordance with Department procedures. • May be required to oversee Master Calendar for department/division. • Review and prepare time records for submission to payroll. • May prepare various department spreadsheets and invoices. • Perform other related duties as required. City Clerk's Office Administrative Assistant Responsibilities • Perform and assist others in preparing materials for City Council and other meetings, including use of specialized copying and binding equipment. • Process Passport applications, including taking Passport photographs. • Administer and file oaths/affirmations, as requested. • Accept and process claims against the City, subpoenas and summons for City records. • Assist the City Clerk's office in meeting legal notification regulations by processing documents for recordation as directed; finalizing the format on Resolutions and Ordinances for City Council approval; posting, mailing and publishing notices of public hearings; and other related duties. • Accept and record receipt of monies for Passport and other services rendered in the City Clerk's Office. • Prepare agendas and final finished packets for City Council, Colton Utility Authority, Redevelopment Agency, Historic Preservation Commission, Cemetery Commission and other groups, as assigned, and prepare for distribution; deliver City Council agenda packets to Council members. • Scan agendas and permanent records into the Questys Scanning System. • Assist the Historic Preservation Commission and the Cemetery Commission by attending meetings and recording minutes; photograph homes for special Historic Preservation Commission projects. Attend other meetings and workshops as requested. • Serve as Notary Public. • Assist in City elections. WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence, statistical data and using a computer, and acute hearing is required when