What are the responsibilities and job description for the Administrative Assistant position at City of Brea, CA?
Salary: $55,268.99 - $70,749.00 Annually
Location : City of Brea-Civic Center
Job Type: Full-Time
Job Number: 2026-00020
Department: Management Services
Opening Date: 06/02/2026
Closing Date: 6/11/2026 8:00 AM Pacific
Description
***There are currently two (2) vacancies. One (1) full-time position assigned to the City Manager's Office in the Management Services Department and One (1) full-time position assigned to the Administrative Services Department***
***The eligibility list established from this recruitment may be utilized to fill future Administrative Assistant vacancies.***
To perform a variety of responsible, complex and sensitive administrative duties for a small department or major division; coordinate calendars, schedule meetings and training and perform specialized and specific duties in a functional area of a department or office.
DISTINGUISHING CHARACTERISTICS
Administrative Assistant
This class is distinguished from general clerical classes by the more complex, responsible, and sensitive duties related to its functioning as the direct assistant to a department director or division manager, and by the responsibility for supervision of clerical support functions within the department or division. It is distinguished from the Executive Assistant classification in that it does not provide administrative support for the director of a department with two or more major operating divisions.
SUPERVISION RECEIVED AND EXERCISED
Administrative Assistant
General supervision is provided by higher level management.
Responsibilities include functional supervision of subordinate clerical positions.
Examples of Duties
Essential job functions include, but are not limited to, the following: (These functions may not be present in all positions in this classification. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.)
Perform a variety of administrative tasks including accurate typing, proofreading, spelling, grammar, filing, editing, and operation of applicable software and other automated systems.
Perform a variety of specialized administrative support duties and other tasks related to the functions of the assigned department.
Compose routine correspondence not requiring the department director's or division manager's personal attention.
Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information regarding the intent of instructions, precedents and regulations.
Participate and assist in the administration of a department or division; prepare comprehensive reports, compile annual budget requests, and recommend expenditure requests for designated accounts.
Recommend organization or procedural changes affecting clerical activities.
Relieve the department director or division manager of routine personnel, budget payroll and purchasing duties.
Research, compile, and analyze data for special projects and various reports. Initiate and maintain a variety of files and records for information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.
Manage calendars, schedule appointments and coordinate meetings.
Arrange travel, conferences, and meetings.
May serve as clerk to a board or commission, preparing the agenda, assembling background materials, and taking minutes of the meetings.
May supervise, train, and evaluate subordinates.
Perform related duties as assigned.
Click for additional information on the Administrative Assistant job description.
Typical Qualifications
Experience and Education
To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge and abilities, and enable the individual to successfully perform the essential functions of the position.
A typical combination is:
Experience
Three years of increasingly responsible clerical experience including one year experience comparable to that of an Administrative Clerk II clerical class in the City of Brea.
Education
Equivalent to the completion of the twelfth grade including or supplemented by specialized clerical courses.
TO BE CONSIDERED
If you are interested in this outstanding opportunity, please visit https://www.governmentjobs.com/careers/brea/ to submit a City of Brea electronic employment application.
Electronic applications will be accepted until 8:00 a.m. on Thursday, June 11, 2026. Applicants are encouraged to apply early. Resumes cannot be accepted in lieu of a City of Brea employment application. The City of Brea cannot accept responsibility for notifying candidates of incomplete applications. It is the candidate's responsibility to make sure the application is properly submitted.
THE SELECTION PROCESS
Shall consist of three phases: (If you should need assistance in completing the employment application, or in participating in the selection process, please notify Human Resources prior to the filing deadline.)
Phase One - Application Review: The first phase of the selection process shall be a detailed review and appraisal of each candidate's application. Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the selection process. No weight shall be assigned to this phase of the selection process.
Phase Two- Written Exam: Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the recruitment process. Candidates who receive a minimum score of 70% on this phase may be invited to the next phase of the recruitment.
Phase Three- Oral Appraisal Interview: Candidates who receive a minimum score of 70% on this phase shall have their name placed on the Eligibility List for Administrative Assistant. Eligibility Lists are generally valid for one year. Once the list is established, the hiring department may conduct follow-up assessments.
Prospective candidates must successfully complete a thorough background review. Upon a contingent offer of employment, prospective candidates must successfully complete a medical examination and provide proof of legal work status. All new employees will be fingerprinted as a part of the employment process and a criminal history check will be conducted with the Department of Justice and Federal Bureau of Investigation.
In accordance with Government Code Section 3100, in the event of a disaster, City employees are considered disaster service workers and may be asked to respond accordingly.
THE CITY OF BREA RECRUITS, HIRES AND PROMOTES WITHOUT REGARD TO RACE, COLOR, RELIGION, PHYSICAL DISABILITY OR CONDITION, GENETIC INFORMATION, SEX, SEXUAL ORIENTATION, AGE, OR NATIONAL ORIGIN, EXCEPT IN THOSE SPECIFIC INSTANCES WHEREBY A BONA FIDE OCCUPATIONAL QUALIFICATION DEMANDS OTHERWISE. THE CITY OF BREA HIRES ONLY UNITED STATES CITIZENS OR LAWFULLY AUTHORIZED ALIENS.
The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.
The City of Brea offers a comprehensive benefit package for eligible employees and their dependents for the Brea City Employees' Association (BCEA) members, including:
SALARY RANGE: Composed of eleven (11) steps. Merit step increases are based on satisfactory performance.
RETIREMENT: Membership in CalPERS. Classic CalPERS members will be enrolled in the 2% @ 55 retirement formula and pay the employee's 7% share. New CalPERS members, or returning CalPERS members with a break in service greater than six months, will be enrolled in the 2% @ 62 retirement formula and will be required to pay 50% of the normal CalPERS cost (currently 6.25%). The City does not participate in Social Security; however, employees pay the cost to participate in Medicare.
HEALTH INSURANCE: The City provides up to $1,550 per month towards health insurance for employee and dependents through the CalPERS Health Benefit program. Alternatively, there is a $325 medical opt out payment for employees who are insured outside the City's insurance coverage.
GROUP INSURANCE PROGRAMS: Available to eligible City employees and qualified dependents. These programs include dental, vision, supplemental life and accidental death and dismemberment insurances.
FLEXIBLE SPENDING ACCOUNTS: Available where employees use pre-tax salary to pay for regular child care, adult dependent care and/or medical expenses.
RETIRMENT SAVINGS ACCOUNT: The City offers a voluntary 457 (b) Deferred Compensation Plan for an additional tax-deferred savings option.
WELLNESS REIMBURSEMENT: Up to $500 per fiscal year to be paid out second pay in July for employees who are on payroll on July 1.
BILINGUAL PAY: $100 per month for eligible languages in addition to English.
TUITION/CERTIFICATE REIMBURSEMENT: Employees are eligible for tuition reimbursement/certificate reimbursement based on their bargaining group.
HOLIDAYS: Twelve (12) designated holidays provided per year.
GENERAL LEAVE: Employees shall earn and accrue vacation and sick leave time based on their bargaining group.
UNIFORM ALLOWANCE: Employees under the eligible classifications shall earn a lump sum uniform allowance up to $700 per fiscal year.
For a more detailed overview of the benefits, review the Memorandum of Understanding at: Click on the links under "General Employees Unit".
01
Did you retire from an agency under the California Public Employees' Retirement System (CalPERS)?
02
How many years of experience do you have working with executive-level staff, senior management, or elected officials?
03
What is your highest level of education?
04
Do you have increasingly responsible clerical experience in a public sector agency? If so, which one? If you do not possess public agency experience, please select "N/A". Please note, all experience must be detailed in the work experience section of your electronic application.
05
If you have worked in the public sector agency, please select the department(s) you have experienced working in. If you have not worked in a public sector agency, please select "N/A." Please note, if you select other than N/A, your application MUST indicate your employment experience.
06
Please indicate your level of experience coordinating meetings, calendars, or executive schedules.
07
Which of the following customer service functions have you performed as a primary job duty? Select all that apply.
08
Please indicate which department you would be most interested in working in.
Required Question
Location : City of Brea-Civic Center
Job Type: Full-Time
Job Number: 2026-00020
Department: Management Services
Opening Date: 06/02/2026
Closing Date: 6/11/2026 8:00 AM Pacific
Description
***There are currently two (2) vacancies. One (1) full-time position assigned to the City Manager's Office in the Management Services Department and One (1) full-time position assigned to the Administrative Services Department***
***The eligibility list established from this recruitment may be utilized to fill future Administrative Assistant vacancies.***
To perform a variety of responsible, complex and sensitive administrative duties for a small department or major division; coordinate calendars, schedule meetings and training and perform specialized and specific duties in a functional area of a department or office.
DISTINGUISHING CHARACTERISTICS
Administrative Assistant
This class is distinguished from general clerical classes by the more complex, responsible, and sensitive duties related to its functioning as the direct assistant to a department director or division manager, and by the responsibility for supervision of clerical support functions within the department or division. It is distinguished from the Executive Assistant classification in that it does not provide administrative support for the director of a department with two or more major operating divisions.
SUPERVISION RECEIVED AND EXERCISED
Administrative Assistant
General supervision is provided by higher level management.
Responsibilities include functional supervision of subordinate clerical positions.
Examples of Duties
Essential job functions include, but are not limited to, the following: (These functions may not be present in all positions in this classification. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.)
Perform a variety of administrative tasks including accurate typing, proofreading, spelling, grammar, filing, editing, and operation of applicable software and other automated systems.
Perform a variety of specialized administrative support duties and other tasks related to the functions of the assigned department.
Compose routine correspondence not requiring the department director's or division manager's personal attention.
Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information regarding the intent of instructions, precedents and regulations.
Participate and assist in the administration of a department or division; prepare comprehensive reports, compile annual budget requests, and recommend expenditure requests for designated accounts.
Recommend organization or procedural changes affecting clerical activities.
Relieve the department director or division manager of routine personnel, budget payroll and purchasing duties.
Research, compile, and analyze data for special projects and various reports. Initiate and maintain a variety of files and records for information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.
Manage calendars, schedule appointments and coordinate meetings.
Arrange travel, conferences, and meetings.
May serve as clerk to a board or commission, preparing the agenda, assembling background materials, and taking minutes of the meetings.
May supervise, train, and evaluate subordinates.
Perform related duties as assigned.
Click for additional information on the Administrative Assistant job description.
Typical Qualifications
Experience and Education
To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge and abilities, and enable the individual to successfully perform the essential functions of the position.
A typical combination is:
Experience
Three years of increasingly responsible clerical experience including one year experience comparable to that of an Administrative Clerk II clerical class in the City of Brea.
Education
Equivalent to the completion of the twelfth grade including or supplemented by specialized clerical courses.
TO BE CONSIDERED
If you are interested in this outstanding opportunity, please visit https://www.governmentjobs.com/careers/brea/ to submit a City of Brea electronic employment application.
Electronic applications will be accepted until 8:00 a.m. on Thursday, June 11, 2026. Applicants are encouraged to apply early. Resumes cannot be accepted in lieu of a City of Brea employment application. The City of Brea cannot accept responsibility for notifying candidates of incomplete applications. It is the candidate's responsibility to make sure the application is properly submitted.
THE SELECTION PROCESS
Shall consist of three phases: (If you should need assistance in completing the employment application, or in participating in the selection process, please notify Human Resources prior to the filing deadline.)
Phase One - Application Review: The first phase of the selection process shall be a detailed review and appraisal of each candidate's application. Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the selection process. No weight shall be assigned to this phase of the selection process.
Phase Two- Written Exam: Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the recruitment process. Candidates who receive a minimum score of 70% on this phase may be invited to the next phase of the recruitment.
Phase Three- Oral Appraisal Interview: Candidates who receive a minimum score of 70% on this phase shall have their name placed on the Eligibility List for Administrative Assistant. Eligibility Lists are generally valid for one year. Once the list is established, the hiring department may conduct follow-up assessments.
Prospective candidates must successfully complete a thorough background review. Upon a contingent offer of employment, prospective candidates must successfully complete a medical examination and provide proof of legal work status. All new employees will be fingerprinted as a part of the employment process and a criminal history check will be conducted with the Department of Justice and Federal Bureau of Investigation.
In accordance with Government Code Section 3100, in the event of a disaster, City employees are considered disaster service workers and may be asked to respond accordingly.
THE CITY OF BREA RECRUITS, HIRES AND PROMOTES WITHOUT REGARD TO RACE, COLOR, RELIGION, PHYSICAL DISABILITY OR CONDITION, GENETIC INFORMATION, SEX, SEXUAL ORIENTATION, AGE, OR NATIONAL ORIGIN, EXCEPT IN THOSE SPECIFIC INSTANCES WHEREBY A BONA FIDE OCCUPATIONAL QUALIFICATION DEMANDS OTHERWISE. THE CITY OF BREA HIRES ONLY UNITED STATES CITIZENS OR LAWFULLY AUTHORIZED ALIENS.
The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.
The City of Brea offers a comprehensive benefit package for eligible employees and their dependents for the Brea City Employees' Association (BCEA) members, including:
SALARY RANGE: Composed of eleven (11) steps. Merit step increases are based on satisfactory performance.
RETIREMENT: Membership in CalPERS. Classic CalPERS members will be enrolled in the 2% @ 55 retirement formula and pay the employee's 7% share. New CalPERS members, or returning CalPERS members with a break in service greater than six months, will be enrolled in the 2% @ 62 retirement formula and will be required to pay 50% of the normal CalPERS cost (currently 6.25%). The City does not participate in Social Security; however, employees pay the cost to participate in Medicare.
HEALTH INSURANCE: The City provides up to $1,550 per month towards health insurance for employee and dependents through the CalPERS Health Benefit program. Alternatively, there is a $325 medical opt out payment for employees who are insured outside the City's insurance coverage.
GROUP INSURANCE PROGRAMS: Available to eligible City employees and qualified dependents. These programs include dental, vision, supplemental life and accidental death and dismemberment insurances.
FLEXIBLE SPENDING ACCOUNTS: Available where employees use pre-tax salary to pay for regular child care, adult dependent care and/or medical expenses.
RETIRMENT SAVINGS ACCOUNT: The City offers a voluntary 457 (b) Deferred Compensation Plan for an additional tax-deferred savings option.
WELLNESS REIMBURSEMENT: Up to $500 per fiscal year to be paid out second pay in July for employees who are on payroll on July 1.
BILINGUAL PAY: $100 per month for eligible languages in addition to English.
TUITION/CERTIFICATE REIMBURSEMENT: Employees are eligible for tuition reimbursement/certificate reimbursement based on their bargaining group.
HOLIDAYS: Twelve (12) designated holidays provided per year.
GENERAL LEAVE: Employees shall earn and accrue vacation and sick leave time based on their bargaining group.
UNIFORM ALLOWANCE: Employees under the eligible classifications shall earn a lump sum uniform allowance up to $700 per fiscal year.
For a more detailed overview of the benefits, review the Memorandum of Understanding at: Click on the links under "General Employees Unit".
01
Did you retire from an agency under the California Public Employees' Retirement System (CalPERS)?
- Yes
- No
02
How many years of experience do you have working with executive-level staff, senior management, or elected officials?
- No Experience
- Less than 1 year
- 1 - 2 years
- 3 - 4 years
- 5 years
03
What is your highest level of education?
- High school graduate, diploma or the equivalent (GED)
- Associate degree
- Bachelor's degree
- Master's degree
- Doctorate degree
04
Do you have increasingly responsible clerical experience in a public sector agency? If so, which one? If you do not possess public agency experience, please select "N/A". Please note, all experience must be detailed in the work experience section of your electronic application.
- City
- County
- Public Education
- Special District
- Other
- N/A
05
If you have worked in the public sector agency, please select the department(s) you have experienced working in. If you have not worked in a public sector agency, please select "N/A." Please note, if you select other than N/A, your application MUST indicate your employment experience.
- Human Resources
- City Manager's Office/City Clerk's Office
- Finance/Payroll
- Public Safety (Fire or Police)
- Public Works/Community Development
- Other
- N/A
06
Please indicate your level of experience coordinating meetings, calendars, or executive schedules.
- No Experience
- Beginner - Assisted with scheduling tasks occasionally
- Intermediate - Regularly managed calendars and meeting coordination
- Proficient - Independently managed complex schedules and meeting logistics
- Advanced - Coordinated executive calendars, prioritized competing demands, and managed scheduling conflicts
- Expert - Managed multiple executive schedules and high-volume calendar operations in a fast-paced environment
07
Which of the following customer service functions have you performed as a primary job duty? Select all that apply.
- Providing general and specific information request to the public or internal customers
- Responding to requests and complaints from the public or internal customers
- Using a computer to research, retrieve, and/or revise information on records request
- Compile information and data for statistical and financial reports
- Manage department calendars and schedule appointments
- None of the above
08
Please indicate which department you would be most interested in working in.
- City Manager's Office
- Administrative Services Department
- No preference
Required Question
Salary : $55,269 - $70,749