What are the responsibilities and job description for the Administrative Assistant III - Examination Announcement position at City of Santa Cruz?
Job Class: Administrative Assistant III
Department: Citywide (Multiple)
Appointment Type: Regular (Full-Time, Part-Time, Limited-Term), Special, and Temporary
Hour Type: Full-Time, Part-Time, Intermittent
Type of Exam: Open Examination
The City of Santa Cruz invites organized, detail-oriented, and service-focused professionals to apply for the Administrative III online examination and explore a fulfilling career in public service.
Under general supervision of Department Director or assigned manager, the Administrative Assistant III performs a full range of both clerical and administrative support functions for the Department Director or assigned manager, includes performing responsible, confidential, and complex clerical work, including but not limited to assisting with the departmental budget, processing personnel, payroll and other relevant records, and coordinating the work of other departmental clerical staff as assigned or needed.
For more details about the job classification, the full job description, including typical duties, is available at the conclusion of this examination announcement.
EXAMINATION PROCESS:
Who Should Apply: All external candidates and current City employees interested in the Administrative Assistant III classification and who meet the minimum qualifications are encouraged to apply to this online examination.
Meeting minimum qualifications and a passing score from this online examination are required in order to apply to upcoming vacancies that may occur within the next one year.This examination will be used to establish promotional, transfer, and open eligible lists that will be used to fill all Regular (Full-Time and Part-Time), Special, and Temporary Administrative Assistant III job vacancies that may occur across City departments during the life of the list. The eligible list established from this examination is valid for up to one year (12 months) from the date established unless the list is extended or abolished by the Human Resources Director.
Step 1: Application
To apply to this examination, submit:
- Application. Online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the “Apply button” to begin the online application process. Applicants must meet the Minimum Qualifications for the classification in order to advance to the online examination; and
- Complete the supplemental questions. These will be a primary tool in the evaluation of your minimum qualifications for this position. Any work experience described here must also be included in your employment history on the main application.
Application and Notification Timeline:
- Application Deadline (Closing Date): On Thursday, 04/30/26 the examination announcement will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted.
- Applications will be competitively screened based on the minimum qualifications for this position. Applicants must meet the Minimum Qualifications for the Position in order to compete in the open examination.
- Week of 05/11/26: All applicants will be notified of their status. Qualified candidates are those individuals who meet the minimum qualifications of the Administrative Assistant III. Qualified candidates will be invited to participate in an online examination to assess their knowledge, skills, and abilities as they relate to the Administrative Assistant III.
Step 2: Complete Online Examination
- Receive Invitation and Test Link: Qualified candidates invited to test will be provided with a test link and notified of the deadline to complete their test.
- Online Examination Deadline. The online exam must be taken by 9:00p.m. on 05/19/26.
- Candidates will be informed of their results and status on the eligible list by 06/01/2026. All candidates with a final overall score of 70% or higher will be placed on the eligible list. Candidates with failing scores of 69% or lower will not be placed on the eligible list for the classification and will not be considered for any Administrative Assistant III vacancies during the life of the list.
- A passing score from this online examination is required in order to apply to upcoming vacancies. When a vacancy occurs, qualified candidates with a passing score from this online examination are placed on the eligible list and may apply for departmental vacancies as they occur over the life of the eligible list. Candidates who apply for department vacancies may be invited to participate in departmental interviews at that time based on specific individual qualifications and operational needs based on the job announcement.
The examination process may be changed as deemed necessary by the Human Resources Director. The information contained within this examination announcement may be modified or revoked without notice and does not constitute either ran expressed or implied contract.
Special Testing Arrangements:
If you require assistance or alternative testing arrangements due to a disability, indicate on your application that you need reasonable accommodation. You will be contacted by a representative of the testing department to make the necessary arrangements. If you have not been contacted by the time you receive notification of testing, please contact us by phone at 831-420-5040 or via email at recruitment@santacruzca.gov
If you are unable to submit your application or complete the test due to a disability, please contact us at 831-420-5040 or via email at recruitment@santacruzca.gov.
All requests for assistance must be received before the closing date indicated in this examination announcement.
Under general supervision of Department Director or assigned manager, performs a full range of both clerical and administrative support functions for the Department Director or assigned manager, includes performing responsible, confidential, and complex clerical work, including but not limited to assisting with the departmental budget, processing personnel, payroll and other relevant records, and coordinating the work of other departmental clerical staff as assigned or needed.
Positions in this class are distinguished from the Office Assistant and Administrative Assistant I/II classes by the more difficult, complex, responsible, confidential and sensitive duties. Work involves a high degree of independent judgment requiring a thorough knowledge of department programs, procedures and policies, applicable legal statutes and the ability to choose among a number of alternatives in determining procedures, interpreting policies, and performing a variety of assignments without instruction. Incumbents may provide lead supervision to a small number of subordinate clerical positions.
- Prepares various departmental materials from meetings, drafts, and/or machine dictation.
- Answers telephone and in-person inquiries for the Department Director and staff.
- Interprets City policies, procedures, and regulations; exercises discretion in determining the nature of inquiries and how they may be most appropriately expedited.
- Coordinates appointments and itineraries for the Department Director and management staff.
- Makes logistical arrangements for advisory bodies, committees and other meetings; notifies all participants including any public noticing requirements as required by State Law and/or the Municipal Code; prepares agendas, coordinates the production and distribution of agenda packets.
- Maintains procedures that comply with legal statutes and the Santa Cruz Municipal Code.
- Independently composes correspondence and reports relative to routine departmental business.
- Takes notes of open meetings as required; and prepares final minutes of meetings.
- Processes and manages filing systems for various department records including personnel, legal, safety, and technical materials; maintains the security of confidential files as required.
- Researches, collects, and provides records for Public Records Requests.
- Enters staff reports into the City’s document management system for City Council meetings.
- Prepares, processes, and maintains all personnel and payroll records for department staff.
- Orders, issues and maintains departmental supplies and equipment; maintains inventory controls.
- Coordinates facility/building maintenance and repairs.
- Organizes, assigns, and reviews the work of other department clerical staff as assigned.
- Assists in preparing the departmental budget and controlling expenditures, coordinates the processing of purchasing documents.
- Responds to inquiries of a complex and technical nature requiring personal discretion and some familiarity with the subject matter.
- May prepare administrative reports by researching, assembling, and summarizing information and data.
- May perform any of the duties of an Administrative Assistant II including updating department websites and social media.
- Performs other related duties that may be reasonably expected as part of this classification.
WORKING CONDITIONS
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:
Education and Experience
- High school diploma or tested equivalent and,
- Four years of increasingly responsible clerical experience.
OR
- High school diploma or tested equivalent and,
- Successful completion of two years of college-level course work (60 semester units) in Business or Public Administration or a directly related field and,
- Two years of clerical experience.
Knowledge:
- Standard office procedures, practices, and equipment.
- Proper grammar, spelling, punctuation and business correspondence format.
- Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
- Principles and practices of data collection and report preparation.
- Filing and record-keeping systems.
- Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.
Skills:
- Type 55 words per minute or better.
- Effectively compose correspondence, assemble routine administrative reports, and edit the work of others.
- Effectively develop and coordinate office systems, arrange meetings and itineraries, and to work under pressure to meet deadlines.
Abilities:
- Perform responsible administrative and clerical support work with accuracy, speed, and minimal supervision.
- Communicate information clearly and concisely, orally and in writing.
- Organize own work, set priorities, and meet critical time deadlines.
- Maintain confidentiality of sensitive information.
- Understand and carry out oral and written directions.
- Analyze situations appropriately and adopt effective courses of action.
- Frequently exercises independent judgment and in the absence of specific instruction.
- Effectively organize, direct and review the work of other clerical staff.
- Interpret and apply legal statues, municipal code administrative and departmental policies and procedures.
- Compose correspondence and reports independently or from brief instructions, maintain records and databases.
- Establish and maintain effective working relations with City staff, City officials, outside agencies, and the public.
- Take and transcribe comprehensive minutes and other notes during meetings or from recorded dictation which involve technical information and terminology.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Operate desktop and laptop computers.
- Learn specialized software application programs, including programs for updating website and social media.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Make routine mathematical computations accurately.
- For positions assigned to the Police Department, successfully pass a law enforcement background investigation.
Licenses and Certificates
Possession and continued maintenance of a valid California Class C driver’s license.
- Administrative Services Supervisor
- Administrative Assistant III
- Administrative Assistant I/II
Salary : $58,776 - $82,716