Administrative Assistant (Part Time)

The Position

The City of Carlsbad, Library & Cultural Arts Department is hiring a part-time, hourly, administrative assistant to provide support with the development, processing, and tracking of contracts and agreements and related financial documentation.

Part-time positions in the Library & Cultural Arts department are not to exceed 980 hours per fiscal year. Scheduled work hours for the position are generally weekday office hours and could include some weekend or evening hours as needed, for a total number of hours not to exceed 19 hours per week.

The ideal candidate is able to receive, internalize and grow from feedback, understand confidentiality, assume positive intent and react to stressful situations in a professional manner.

The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

• Assist in the development, processing, and tracking of agreements/contracts, invoices and related documents
• Assist in monitoring financial transactions including accounts payable, purchase orders and cash reconciliation
• Record keeping including filing, spreadsheets and data entry
• Answer phones, meet and communicate with the staff and public

The requirements listed below are representative of the knowledge, skills and/or abilities required for the position:

• Must have completed some college coursework
• Minimum of 3 years of clerical experience
• Must have experience with contractual agreements and familiarity with legal document formats and language
• Must have had experience working with the public
• Proficient in Microsoft Office (including Word, Excel, Outlook and Access)
• Possess high level of attention to detail
• Excellent written/verbal communications skills (oral and written fluency in English and Spanish is desirable)
• Work cooperatively in a shared space
• Be well organized and able to manage multiple tasks in a fast-paced environment
• Be dependable, flexible and patient
• Have excellent problem solving and decision-making skills
• Demonstrate initiative and follow-through

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would qualify. For the part-time Administrative Assistant position, a typical way to acquire the skills and abilities would include at least three years of experience participating in the preparation of contracts, agreements, reports, filing, and public interaction and completion of some college coursework.

Physical Requirements: While performing the duties of this class, an employee is regularly required to sit, walk and stand. While performing the duties, employees of this class are regularly required to use written and oral communication skills; observe and interpret people and situations; learn and apply new information or skills; and interact with staff and others encountered in the course of work. Physical requirements include safely handling up to 40 pounds; for example, setting up and breaking down tables and chairs for an event.