Administrative Assistant to the City Council and City Manager

JOB A 3% Cost-of-Living Adjustment (COLA) will take effect on July 1, 2026.
Under general supervision, performs a full range of varied, responsible and confidential administrative duties with general instruction or assistance; multi tasks, priorities assignments, works effectively and efficiently in a demanding environment, exercises judgment and initiative in dealing with the public and in support of the City Council and City Manager. EXAMPLE OF DUTIES

• Performs varied, sensitive, responsible and confidential administrative functions in a demanding environment.
• Provides support to City Council and City Manager.
• Relieves supervisor of administrative work including investigating and answering complaints from the public.
• Providing assistance in resolving operational and administrative problems.
• Recommends improvements in work flow, procedures, and use of equipment and forms.
• Implements improvements as approved.
• Develops and revises office forms and report formats as required.
• Organizes and maintains filing systems.
• Provides general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity.
• Receives and screens office and telephone callers.
• Calendars appointments.
• Refers callers and/or complaints to appropriate City staff for further assistance as needed.
• Receives and screens communications to the City Manager and City Council including office visitors, telephone calls, e-mail messages, and mail.
• Provides assistance using independent judgment to determine those requiring priority attention.
• Word processes, formats, edits, revises, and prints a variety of documents and forms including reports, correspondence, memoranda.
• Proofreads, verifies, and reviews materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures.
• Ensures materials, reports, and packets for signature are accurate and complete.
• Develops, revises, and maintains standardized and master documents.
• Assists in producing technical information handouts.
• Copies, disseminates, and posts documents and information as appropriate.
• Maintains accurate and up-to-date offices files, records, and logs for assigned areas.
• Processes payroll records.
• Utilizes various computer applications and software packages.
• Creates and administers mailing lists and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.
• Monitors expenditures against budget.
• Prepares purchase requisitions and requests for payment; attends to a variety of office administrative details such as ordering supplies, arranging for equipment repair.
• Transmitting information and keeping reference materials up to date.
• Organizes and maintains office and specialized files in accordance with the City's records management program.
• Maintains calendar of activities, meetings, and various events for assigned staff.
• Coordinates activities and meetings with other City departments, the public, and outside agencies.
• Coordinates and arranges special events as assigned.
• Schedules meetings.
• Coordinates arrangements and sets up meeting rooms.
• Notifies participants.
• Prepares and/or assembles meeting materials.
• Coordinates, makes, processes, and confirms City Council and staff travel arrangements.
• Arranges for transportation and accommodations for travel, checks and processes expense claims.
• Researches information as requested.

SUPPLEMENTAL INFORMATION Education and Experience: Education equivalent to the completion of high school, supplemented by business or college courses, and four years of responsible administrative, clerical, or secretarial experience. Local government or customer service experience is desirable.

Other Qualifications:
Possession of a valid Class C motor vehicle operator's license from the State of California.

Physical Demands:

Ability to sit for up to two hours at a time.

Ability to see.

Ability to get from one location to another in the course of doing business.

Application Process:

Along with your online application, please submit a resume.

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be a comprehensive list of responsibilities, duties, and requirements. When appropriate, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.