Temporary Administrative Assistant

Overview

The City Manager’s Office is seeking a motivated and detail-oriented administrative professional to support the daily operations of City leadership. This temporary opportunity offers a front-row seat to local government, providing hands-on experience in a fast-paced, public-facing environment where organization, communication, and service excellence are essential.

This assignment will last approximately five to six months, however the exact duration is unknown.

Schedule: Monday through Friday from 8:00am to 5:00pm. One day per week, the schedule may be adjusted to 9:30am to 6:30pm to provide meeting support.

This position is being filled through staffing agencies. Incumbents will not be directly employed by City of Paso Robles. Please send inquiries/resumes directly to United Staffing Associates.

• Review documents for accuracy, completeness, quality control, and consistency; organize and maintain records across multiple platforms and systems to ensure version control, accessibility, and compliance with established procedures.
• Provide a high level of customer service to the public, representatives of other agencies, and City staff, both in person and by telephone.
• Arrange meetings, schedule appointments, and transmit information to applicable parties
• Schedule and coordinate meetings, appointments, and conferences; transmit information to appropriate parties in a timely manner.
• Respond to and direct public inquiries, taking messages and providing routine information as appropriate.
• Draft and prepare correspondence, including emails, letters, and memos, ensuring accuracy, clarity, and a professional tone.
• Manage calendars and coordinate schedules with internal departments and external partners.
• Coordinate meal arrangements and logistical support for City Council meetings and related events.
• Scan, file, and organize physical and electronic documents in accordance with established records management procedures.
• Perform light bookkeeping and administrative support functions, including processing payments, invoices, and purchase orders.
• Prepare reports and other documents, ensuring proper formatting, grammar, punctuation, and spelling.
• Assist with projects, research, and special assignments under the general direction of higher-level staff.

• Standard office administrative practices and procedures, including the use of standard office equipment
• Business letter writing; techniques for preparing informational materials and the standard format for reports, correspondence, and other written materials
• English usage, spelling, grammar, and punctuation
• Work related computer applications for word processing, database and spreadsheets, with an emphasis on Microsoft Office Suite and Adobe Acrobat
• Records management principles and practices
• Business arithmetic and basic statistical techniques
• Techniques for providing a high level of customer service to the public, representatives of other agencies, and City staff, in person and over the telephone

• Perform detailed office support work accurately and independently within deadlines
• Learn to use specialized software as implemented
• Establish and maintain effective and cooperative working relationships
• Use good judgment in dealing with the public and responding to requests for information
• Handle a variety of activities simultaneously
• Use initiative while working within established guidelines and procedures

Any combination of training and experience, which would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to graduation from high school and three years of office administrative support or records management experience.

Experience dealing with the public is required.