Administrative Assistant III

Position Overview

The City of Poway is searching for an Administrative Assistant III in the Development Services Department to support the Planning, Engineering, and Affordable Housing divisions. This position plays an integral role in providing internal customer service, agenda report management, public noticing, and general support responsibilities. The ideal candidate is a self-starter, has a keen eye for detail, is exceptionally organized, and possesses a drive to work as part of a team.

If you have administrative experience and excellent customer service skills, we encourage you to apply!

* This recruitment is to first fill a vacancy within the Development Services Department; however, those who are placed on the employment list may be contacted by other departments within the City if vacancies occur*

The Administrative Assistant III is represented by Teamsters and the person hired for the position will receive the following:

• 5% wage increase effective 7/1/2026

Under direct or general supervision, performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned City department or division(s), including document preparation, records management, and data entry; provides general clerical support on behalf of designated supervisory, managerial, or administrative positions; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff;

and performs other duties as required.

Receives direct or general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff. May provide technical and functional supervision to lower-level staff.

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a wide variety of routine to complex administrative and clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, accounts payable, cashiering duties, and ordering and maintaining office and other related supplies.
• Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, and rules in response to inquiries and complaints from the public; assists and directs the public and callers to appropriate locations/staff; represents the City in a professional and customer friendly manner.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area.
• Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.
• Checks and tabulates standard mathematical or statistical data; may summarize such information and prepare periodic reports.
• 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.
• Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda, including agenda items, bid documents, regulatory submittals, and documents associated with departmental projects; types from rough drafts, verbal instructions, or transcription machine recordings.
• Processes and receives purchase orders, permits and insurance; provides insurance reporting; and maintains proper licensing.
• Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.
• Maintains calendars of activities, meetings, and various events; arranges meetings and makes appointments; provides support to committees such as preparing agendas, materials, and minutes.
• Receives, codes, logs, schedules,…