Administrative Assistant- City Manager's Office

The full salary range for this position is as follows:$30.94-$39.49. Expected hiring range is as follows: $30.94 to $34.12.

Description:

Performs a wide variety of responsible confidential para-professional and technical level administrative, secretarial, and/or program related duties in assistance to a City department; coordinates, monitors, and reports on various department activities; and reviews routine administrative budget requests related to the area of assignment.

Distinguishing Characteristics:

This entry level class of the series is distinguished from level II by routine and repetitive duties performed according to established procedures. Incumbents are closely supervised in their initial assignments. As they gain experience, incumbents will work more independently in routine work.

Examples Of Essential Functions:

Essential and other important responsibilities and functions may include, but are not limited to, the following:

• Represent the City to all callers and visitors in a professional and effective manner.
• Respond to visitors' inquiries, both on the telephone and in person, and refer to the appropriate staff member for more specific information, as appropriate; take accurate messages; and exhibit familiarity with all functions of the City.
• Greet, assist, and direct visitors and staff members entering the department offices; notify the appropriate staff member when visitors have arrived; and direct visitors to the proper office.
• Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
• Act as an information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.
• Type letters, reports, memoranda, and other documents relating to the department, which may include contracts, proposals, technical/legal documents, statistical and/or special forms, budgets, and charts.
• Post to logs; maintain/monitor records and files; follow up on due dates; and perform other monitoring functions to ensure timely completion of work.
• Receive callers and handle incoming phone calls, directing them to the appropriate person within the department.
• Act as interdepartmental liaison relating to administrative/project support functions for the office and for compliance with City regulations and practices relating to those functions.
  
  

Qualifications:

Knowledge of:

• English usage, spelling, grammar and punctuation including proofreading and principles of business letter writing.
• Standard office technology and software, including the use of word processing, database, spreadsheet, and internet information applications.
• The organization, procedures, and operating details of the assigned City department.
• Filing and recordkeeping systems.
  
  

Education And Experience:

Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:

Three years of increasingly responsible clerical work.

Education:

The completion of the twelfth grade; supplemented education/training in business, office management, or related field is highly desirable.

Licenses/Certifications/Other Requirements:

Possession of or ability to obtain and maintain a valid California driver's license, or the ability to use alternative transportation methods to perform the essential duties of the position.

Possession of a valid California driver's license by time of appointment is required for assignments in certain departments, including City Manager’s Office, Parks and Recreation and Public Works.

Working Conditions:

Physical Demands:

Mobility: frequent use of keyboard; frequent walking, stooping, kneeling, crouching, reaching, pushing, and sitting; occasional climbing, bending, standing, and squatting.

Lifting: frequently up to 10 pounds; occasionally up to 40 pounds.

Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.

Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.

Hearing/Talking: frequent hearing and talking, in person and on the phone.

Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.

Environmental: frequent exposure to noise.

Working Conditions:

Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment.

Positions may require occasional overtime; weekend work and travel is rare.

Revised September 2025

FLSA: Overtime Eligible