SENIOR ADMINISTRATIVE CLERK

job description

These positions will provide centralized clerical support for Information Technology Services (ITS) and perform a variety of complex clerical duties which require the use of independent judgement and the ability to work discretely with minimal supervision. These positions will be required to report onsite for up to six months.

PN 502

Duties include, but are not limited to timekeeping (verify, transmit, and validate time) for various ITS groups; process Personnel Action Notices (PANs - for 1-5 special emergency appointments and temporary upgrades); process timeroll corrections, leaves of absences, and other payroll and personnel forms. The duties also include those of the Personnel Desk, which include processing and maintaining files for Bid Notices, interview selection packages, the scheduling of interviews, proctoring performance tests, and preparing and processing PANs. General clerical duties including creating, typing, and processing interdepartmental correspondence, establishing filing procedures and maintaining files for various reports and personnel folders, and organizing and preparing files for record retention and storage.

PN 508

Duties include, but are not limited to: division-wide support of the ITS Travel Desk, which includes on-system and off-system travel, and consists of assisting employees with travel procedures by interpreting the LADWP’s rules and policies for travel guidelines; working closely with travelers and responding to inquiries (cash advance, registration, airfare, lodging, rental car, personal mileage, personal time, and other related matters) as needed; reviewing, processing, and resolving any discrepancies or items allowable for reimbursement to process expense reports; routing documentation for the appropriate approval and signatures; entering and tracking travel packages and expense reports in Infor Expense Management (XM); and performing other related duties.

Timekeeping duties include verifying, transmitting, and validating time for various ITS groups; processing Personnel Action Notices (for 1-5 special emergency appointments and temporary upgrades); Processing timeroll corrections, leaves of absence, and other payroll and personnel forms. General clerical duties including creating, typing, and processing interdepartmental correspondence, establishing filing procedures and maintaining files for various reports and personnel folders, and organizing and preparing files for record retention and storage.

PN 497

Duties include, but are not limited to, timekeeping duties include verification, validation, and transmittal of time, processing Personnel Action Notices (for 1-5 special emergency appointments and temporary upgrades), generating Time Roll Corrections, Leaves of Absences and other payroll and related personnel forms, processing travel requests (XM) including related expenses or other forms, preparing supply orders; will be issued a P-Card and will be responsible for the completion of associated forms monthly, processing memorandums and invoices, establish filing procedures and maintain files for various reports and other documents, organizing and preparing files for record retention and storage, and may serve as a proctor for selection interviews, serving as the parking coordinator for ITS staff located at Figueroa Plaza at 221 N. Figueroa Street, answering inquiry calls (from visitors without office access due to the secured nature of the office space), reserving conference rooms for meetings and interviews, performing record retention (as needed) and other clerical duties based on operational needs.

These positions may also be crossed-trained and may serve as backup for various ITS support functions within Administrative Services as needed, including processing invoices for payment; verifying receiving information; creating manual vouchers; processing purchase orders and sub-purchase orders using eRSP; processing Internal Resolution Forms; maintaining files for various contracts, reports on discounts, payments, and major disbursements payment; processing various types of purchases using LADWP’s Purchasing Card (P-Card) and reconciling and preparing P-Card monthly control reports. Additional back-up duties may include preparing and processing requisitions for office supplies and pre-approved ergonomic equipment and performing other related duties. Overtime may be required. A valid California Driver’s License is required and must be maintained during the course of employment.

Overtime and travel may be required. Consideration will be given to attendance records, previous experience, and work history. A valid CA Driver’s License is required and must be maintained during the course of employment.

The evaluation of candidates for these positions may be based on a review of training and experience as presented on the resume/application and an interview. Due consideration will be given to attendance records. A written skills test may be administered.

How to apply

Resumes with City application will also be accepted by email at ITSPersonnel@LADWP.com. Please reference 25J-4101-046 on email when applying.

Transfer

These positions are only available for City employees. Please do not respond if you do not currently work for the City of Los Angeles.

Closing Date/Time: 3/17/25

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• City of Los Angeles

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