Description/Duties And Responsibilities
Office Assistant
City Manager’s Office
$26.16 - $31.80/hour
Steps 1 - 5
OR
Administrative Assistant
City Manager’s Office
$31.87 - $38.74/hour
Steps 1 - 5
The City of Santa Clarita is hiring one position in the City Manager’s Office at either an Administrative Assistant or Office Assistant level depending on skill level and qualifications. The Office Assistant position is responsible for providing a wide range of clerical support for the City Manager’s Office. The Administrative Assistant position provides complex administrative support to members of the City Council and to staff within the City Manager’s Office. Both positions work in a fast-paced, customer-service oriented, high-profile environment with a high-volume workload and time-sensitive deadlines.
Office Assistant Duties And Responsibilities
- Provides clerical support to City Manager’s Office staff, including managing and maintaining calendars and scheduling and setting up meetings and conference calls
- Answers incoming phone calls; receives, sorts, and processes mail; creates and maintains files; orders routine and special supplies
- Proofreads and edits correspondence, documents, forms, agenda materials, speaking notes, and reports to ensure accuracy
- Orders plaques for various occasions and recognitions
- Assists with the creation, coordination, distribution, and filing of City certificates, proclamations, and recognitions signed by members of the City Council
- Processes purchase orders, invoices, credit card statements, check requests, and reimbursements
- Coordinates travel arrangements for City Manager’s Office staff
- Provides records management functions for the division, including tracking records, preparing files for annual destruction, and fulfilling public records requests
- Assists with high-profile special events and meetings, including coordinating location sites and other logistics, purchasing supplies, preparing event materials, and setting up for events and/or meetings
- Corresponds with different members of the community, including elected officials and their representatives
- Responds to inquiries and complaints, including assisting difficult and upset customers and/or members of the public with questions and problems by email, phone, and in-person; provides information about City programs and procedures
- Performs other related duties as assigned
Administrative Assistant Duties And Responsibilities
In addition to the job duties and responsibilities listed for the Office Assistant, this level:
- Provides complex administrative support to members of the City Council, the City Manager’s Office, and in matters related to Legislative Affairs
- Assists with the preparation of position letters, federal appropriations requests, and supports legislative meetings, City Council committee meetings, and other legislative matters
- Coordinates and schedules City Council recognitions in conjunction with the City Clerk’s Office, prepares certificates, adjournments, and proclamations for the City Council
- Provides department support through research and presentation of information on assigned projects
- Maintains City Council website, signage, materials, orientation guidelines, policies, and procedures
- Prepares, routes, renews, and tracks contracts, processes purchase orders, reconciles expense reimbursement reports, and processes petty cash and check requests
Education and Experience
Office Assistant Education And Experience
- High School Diploma or GED equivalent
- One year of professional clerical support experience in a fast-paced, professional office environment supporting high-profile executives
- Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
- A valid Class C driver license or the ability to utilize an alternative method of transportation to carry out job-related functions
Administrative Assistant Education And Experience
- High School Diploma or GED equivalent
- Bachelor’s Degree in Public Administration, Political Science, Business, or a related field is highly desirable
- Three years of professional clerical experience in a fast-paced, professional office environment, preferably supporting multiple high-level executives and/or elected officials
- Municipal experience is highly desirable
- Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
- A valid Class C driver license or the ability to utilize an alternative method of transportation to carry out job-related functions
Knowledge and Abilities
- For Administrative Assistant level only: High level of understanding of the functions of a Chief Executive’s Office and the City’s policies, procedures, functions, services, and philosophies
- Strong organizational skills and the ability to coordinate multiple assignments simultaneously, work in an environment with constant interruptions, be flexible to changing priorities, and consistently meet deadlines
- Poised and professional in appearance, demeanor, and communication skills
- Strong written communication skills and knowledge of business writing, spelling, grammar, and punctuation rules and the ability to correctly proofread and edit correspondence for accuracy and relevance
- Strong verbal communication skills and the ability to understand, interpret, and explain City policies, regulations, and procedures to others
- Strong computer skills and proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
- Strong customer skills and the ability to provide excellent customer service to employees and the public, including the ability to handle conflicts and complaints
- Strong interpersonal skills and the ability to build and maintain effective relationships with coworkers and the general public
- Strong attention to detail and the ability to produce work that is accurate, thorough, and complete
- Strong file management skills and the ability to set-up and maintain effective tracking and filing systems
- Self-motivated, proactive, and the ability to anticipate the needs of others and work both independently and as part of a cohesive, collaborative work team
- Strong work ethic and personal accountability and the ability to appropriately handle sensitive information using professional judgment and confidentiality
- Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds
Additional Information
This position will remain open until filled. The first review of applications will be on Wednesday, July 30, 2025.
An
online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code
- 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.
The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
01
Do you have a high school diploma or GED equivalent? (proof will be required prior to job offer.)
02
Which level do your skills and experience qualify you for (please specify Office Assistant or Administrative Assistant)?
03
As required for the Office Assistant position, do you have at least one year of clerical support experience in a fast-paced, professional office environment? If so, please describe your experience.
04
As required for the Administrative Assistant level, do you have at least three years of professional clerical support experience in a fast-paced, professional environment? If so, please describe your experience.
05
Describe a time you believe you provided exceptional customer service and explain what made this service exceptional.
06
Describe your experience managing a heavy workload. How do you prioritize your tasks and make sure they are all completed on-time and error-free?
07
What interests you most about this opportunity?
