*Contract Temp to Hire

Primary Function

Performs a variety of specialized, responsible, and confidential administrative and secretarial duties requiring knowledge of organizational systems, processes, and procedures. Works under general supervision and may coordinate clerical activities. Performs other duties as assigned.

Distinguishing Characteristics

This is the entry-level role in the Administrative Assistant series. It supports a department manager in a small-sized department with significant autonomy and minimal supervision. The role may include coordinating or functionally supervising clerical staff. Advancement to higher levels depends on available positions.

The position requires proficiency in transcription and may involve attendance at board meetings and management briefings. High confidentiality is expected, especially regarding legal, personnel, or strategic matters tied to capital projects or negotiations.

Essential Duties and Responsibilities

• Prepares and reviews confidential correspondence and documentation; ensures follow-up on departmental tasks.

• Records and transcribes minutes and confidential content into formal documents.

• Assists in compiling, revising, and monitoring the department's budget.

• Manages calendars, appointments, travel arrangements, purchase card verifications, and weekly reports.

• Gathers data for employee evaluations and merit increases; tracks timelines to ensure compliance with policy.

• Maintains organized office records, presentations, reports, and recommends filing system improvements.

• Operates computer systems to maintain records, generate reports, and create professional presentations.

• Inputs payroll and mileage data; prepares and verifies expense reports.

• Manages incoming mail, determines responses, and ensures timely follow-up.

• Executes administrative directives and coordinates departmental activities.

Marginal Duties

• Maintains supply inventories and reorders as needed.

• Assists with special projects and performs other duties as required.

Qualifications

• Associate’s degree in business administration, office technology, or a related field is preferred.

• Five years of progressively responsible secretarial experience, ideally within public or government sectors.

• Equivalent experience may substitute for education at a 2:1 ratio (two years of experience for one year of education).

• A valid California driver’s license is required.

Knowledge, Skills, and Abilities Knowledge of:

• Modern office practices, technology, and software.

• Transcription and record-keeping methods.

• Budgeting and purchasing procedures.

• Filing systems (alphabetic, numeric, chronological).

• Administrative support in public sector environments.

Skills and Abilities:

• Communicate clearly and maintain professional relationships.

• Type 75–80 words per minute.

• Compose professional correspondence and reports.

• Interpret and apply policies and procedures.

• Work independently and manage confidential information.

• Prioritize tasks and follow safety standards.

• Use basic math and analyze budgetary data.

• Be punctual, organized, and cooperative.

• Spanish language skills are desirable.

Tools and Equipment Used

• Computer, printer, scanner, copier, fax machine, calculator.

• Office supplies (files, binders, manuals, stamps).

• Telephone and digital communication tools.

• Standard office furniture and vehicles for occasional use.

Supervisory Responsibilities

None, though may provide functional guidance to clerical staff.


Work Environment

• Office setting with climate control and quiet conditions.

• May occasionally lift up to 25 pounds.

• Requires sitting, speaking, and use of hands for long periods.

• Visual acuity and physical mobility to operate standard office equipment.