Administrative Assistant - General Services

Important Information:
Tentative Recruitment Timeline

Minimum Qualifications Screening: 01/16/2026 - 02/02/2026

Best Qualified Screening:
Week of 02/02/2026

1st Round Interviews:
Week of 02/09/2026

2nd Round (Final) Interviews:
Week of 02/17/2026

Under general supervision, performs a variety of complex and highly responsible administrative and office support duties of considerable complexity requiring thorough knowledge of the assigned department, its procedures, and operational details; assists with confidential and sensitive projects; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry and organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing;

provides information to the public and City staff; and performs related duties as assigned.

Duties may include, but are not limited to, the following:

• Provides administrative support to a department head in daily operations management.
• Interprets and explains City and department policies, rules, and regulations in response to inquiries; refers to inquiries as appropriate; responds to most complicated or sensitive inquiries or complaints; assists in developing department policies and procedures in order to meet department objectives.
• Provides lead direction, as assigned, to administrative support personnel including assigning and reviewing the work of others, and responds to questions and situations to which less experienced staff have not been exposed.
• Prepares, types, and/or processes various documents requiring professional knowledge of the department, division, or program functions, which may include, but are not limited to, permits, licenses, applications, vouchers, claims, meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal/official documents, bid documents, etc.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough drafts, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
• Maintains accurate and detailed records, verifies the accuracy of information, researches discrepancies, and records information.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Performs various accounting/bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable/receivable, preparing financial reports and statements, maintaining and balancing accounts, preparing bank deposits, etc.
• Maintains timecard and payroll records; prepares, updates, and processes personnel action forms, employee data sheets, and position control sheets; maintains departmental records for management personnel including employee evaluations and disciplinary actions.
• Prepares, copies, collates, and distributes a variety of documents, including meeting agendas and/or minutes, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, files, and report summaries; retrieves information from systems as required.
• Gathers, assembles, updates, and distributes a variety of department‑specific information, documents, forms, records, and data as requested; researches records within areas of responsibility to prepare and provide follow‑up information to customer and staff inquiries.
• Communicates with officials and staff of other departments and agencies to obtain and relay information and coordinate activities.
• Receives and responds to inquiries, in oral or written form, from the public or other agencies concerning department/division operations.
• Performs other clerical/administrative support work as required, which may include but is not limited to copying documents, filing/retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars, updating departmental website; maintain inventory of supplies and materials, etc.
• Makes travel arrangements, maintains appointment schedules and calendars, and arranges meetings and conferences.
• Prepares and distributes outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to ensure…