Administrative Assistant; PT

The South Pasadena Public Library is searching for a part‑time Administrative Assistant! This position is part‑time, working up to 18 hours per week, typically Monday–Friday during regular business hours. Experience with a municipal government agency, preferably in a library setting, is highly desirable. Applications will be accepted through Monday, March 23rd or once we receive 100 applications, whichever comes first.

Under general supervision, provides general secretarial and clerical assistance to a department head; performs a variety of duties auxiliary to the work of the manager; and performs other related duties as required.

This class differs from the class of Secretary by its responsibility for assistance to a department head, the level and nature of contacts, and the complexity of the work performed. A Secretary performs less complex clerical work and/or is provided with more direct supervision.

• Screens office and telephone calls, handling matters not requiring managerial or professional attention; schedules appointments; notifies involved parties; ensures public meetings are properly noticed and advertised; and contacts agencies to exchange information.
• Acts as secretary to commissions and boards; coordinates administrative processes for commission/board; prepares notices for posting and newspapers; gathers materials and prepares agenda packets; attends meetings and records proceedings; and transcribes recordings to prepare minutes of meetings.
• Types a variety of documents, including periodic reports, ordinances, resolutions, and correspondence from rough draft; assists in compiling data and finalizing reports; composes routine administrative correspondence; and compiles data from files for statistical surveys.
• Assists with document processing for the unit; and provides and accepts forms and documents from the public.
• Establishes and maintains a variety of files and cross‑indexing systems for department and commissions/boards.
• Supports manager by performing routine administrative functions such as checking time sheets, maintaining employee records, and preparing purchase orders.

Education/

Experience:

Three years of responsible secretarial experience or any combination of training and/or experience that could likely provide the desired knowledge and abilities.

Knowledge of:

• English usage, grammar, spelling, and punctuation
• Record‑keeping methods
• Filing systems
• Administrative procedures and City functions
• Business correspondence
• Word‑processing software

Ability to:

• Perform secretarial and clerical work involving independent judgment
• Establish and maintain working relationships with staff, City officials and community
• Type at a rate of 60 words per minute net
• Operate word‑processing software
• Plan and organize work to meet deadlines

This is essentially a desk job. Physical demands include occasional lifting up to 10 pounds, some reaching, bending, walking, stooping, and squatting.

Environment is generally clean with limited exposure to conditions such as dust, fumes, odors, or noise. A video terminal is used on a daily basis.

FLSA Status: Non‑Exempt

The final filing date for this recruitment is Monday, March 23rd, 2026 @ 11:59 pm PDT. The City reserves the right to extend the closing date without notice. Individuals determined to be qualified and best aligned to the position will be invited to participate in the selection process.

To be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) in PDF format. Applications that fail to include all necessary documents may be considered incomplete and will not be taken into consideration.

Applications will be reviewed in depth and breadth of experience and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to undergo a background check and a physical examination prior to appointment. Applicants who do not meet the minimum…