Administrative Assistant – Senior Administrative Assistant April 2026
ADMINISTRATIVE ASSISTANT / SENIOR ADMINISTRATIVE ASSISTANT JOB FAMILY: Administrative Services
EEO CATEGORY: Administrative Support Worker
FLSA: Non-Exempt
PAY PLAN: Full-Time Pay Plan
UNION STATUS: Represented
PURPOSE STATEMENT:
Under the direction of the assigned administrator, the Administrative Assistant/Senior Administrative Assistant performs a variety of complex administrative support duties requiring extensive knowledge of the assigned department, independently prepare correspondence, accepts payments and provide customer service.
DISTINGUISHING CHARACTERISTICS (For use in a job series only) Positions in this class, such as Administrative Assistant are journey-level classes in the Administrative Support Series. Incumbents work under general supervision, learning to perform complex duties. This class differs from the Senior Administrative Assistant class in that the latter have gained a thorough working knowledge of the department and the City, work under minimal supervision, receive only general instruction or assistance, and are frequently involved in assignments that are confidential in nature. This class is distinguished from the Executive Assistant in that the latter performs specialized administrative and technical support services for the City Manager and City Council.
ESSENTIAL FUNCTIONS, DUTIES, AND TASKS:
The following list of functions, duties, and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or departmentspecific functions, duties, and tasks from those set forth below to address business needs and changing business practices.
• Answers inquiries from the public, both in person and over the phone, directs customers to the appropriate staff member, and takes messages. Exercises good judgment, flexibility, and sensitivity in response to customer inquiries and complaints. • Sorts and distributes mail, file documents, and order supplies. • Schedules meetings and appointments, conducts facility tours, and manages facility use. • May receive and process requests and documents for permits, licenses, passports, and bus passes.
• May process all public records requests, subpoenas, claim forms, agreements and contracts, resolutions, and ordinances.
Job Classification Description
Equal Employment Opportunity
Administrative Assistant – Senior Administrative Assistant April 2026
• Plans and supervises the retention, maintenance, distribution, and filing of records and documents related to transactions in the city, including deeds, notices, minutes, and reports. • Accepts cash, checks, and credit cards for payment, enters data to post transactions, and prepares pre-deposit documents for the same.
• Exercises independent judgment in preparing correspondence, reports, and related written documents and interpreting departmental policies, practices, and procedures. • Assists with the administration of budgets and the processing of contracts from all City policies and procedures.
• Purchases office supplies, materials, and equipment.
• May process timecards for payroll.
• Assists with the preparation of agendas and agenda packets; takes and transcribes minutes of City Council, Commission, and staff meetings; and posts agendas and staff reports on the website.
• Serves as an office manager, oversees the administration of the City-wide records management program, and assists in the conduct of municipal elections. • May notarize official documents as necessary.
• Trains, directs, supervises, and coordinates the work activities of assigned clerical and technical staff; prioritizes work assignments; and reviews work for accuracy. • Monitors the quality and progress of work provided by outside service providers.
OTHER DUTIES:
• Performs other related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
(At time of application)
Knowledge of:
• Standard office procedures, methods, and computer equipment • Principles and practices of fiscal, statistical, and administrative data collection and report preparation
• Techniques used in dealing with the public and customer service • Applicable ordinances, codes and regulations, including administrative and department policies and procedures and related state and federal laws such as the Brown Act, the Election Code, the Fair Political Practices Code, and the Public Records Act • English grammar, punctuation, spelling, vocabulary, and use • Business letter writing, record keeping, minute taking, and preparation • Principles, practices, and procedures of automated and manual records management related to maintaining municipal records
Skills and Abilities to:
• Operate modern office equipment, including computers and applicable software • Type and tabulate data at an acceptable speed with accuracy • Accurately perform basic mathematical calculations
Administrative Assistant – Senior Administrative Assistant April 2026
• Plan and organize work to meet schedules and timelines • Communicate effectively, both orally and in writing
• Perform the duties of an emergency worker in the event of a natural or other disaster • Understand and respond to requests for assistance both on the phone and in person • Prepare reports, perform mathematical calculations, count money, and sort or file documents • Relate well, communicate, and work effectively with diverse groups of stakeholders who represent a range of ethnic, cultural, and socio-economic backgrounds JOB QUALIFICATIONS / REQUIREMENTS:
(At time of application and in addition to the Knowledge, Skills, and Abilities listed above.) EDUCATION AND EXPERIENCE:
Any combination of education and experience that would provide the required knowledge, abilities and skills is qualifying. A typical way to obtain the qualifications would be:
Administrative Assistant: High school diploma or equivalent and four (4) years of increasingly responsible office experience.
Senior Administrative Assistant: In addition to the above, training in business or secretarial science and two (2) years of experience as an administrative assistant or equivalent. Associate’s degree in business, secretarial science, or a related field is highly desirable.
LICENSE(S) REQUIRED:
• Valid state-issued Driver’s License and a good driving record.
CERTIFICATIONS AND TESTING REQUIRED:
• Notary Public certification desirable.
WORK ENVIRONMENT / PHYSICAL DEMANDS:
(Must be performed with or without reasonable accommodations) • This position works primarily in an indoor office environment • Positions in this class typically require: reaching, standing, walking, sitting, climbing, pushing, pulling, lifting, grasping, talking, hearing, seeing, and repetitive motions with or without reasonable accommodation
• Light Work: Exerting up to 20 pounds of force occasionally (up to 1/3 of workday), and/or up to 10 pounds of force frequently (1/3 to 2/3 of workday), and/or a negligible amount of force constantly (2/3 or more of workday) to move objects. Physical demand requirements are in excess of those for Sedentary Work