Administrative Assistant I/II

Administrative Assistant I: $53,089 - $71,158 annually

Administrative Assistant II: $58,666 - $78,633 annually

The ideal candidate for the Administrative Assistant I/II position is highly organized, detail-oriented, and experienced in a government or public agency environment. This role supports the administrative functions of the Public Works Department and requires the ability to manage multiple priorities with accuracy and professionalism.

Key responsibilities include coordinating and maintaining calendars, facilitating clear communication between City staff, consultants, and the public, and supporting administrative processes such as requisitions, invoices, task orders, and contract administration. Experience with budget tracking, expenditure monitoring, and financial reconciliation is highly desirable.

The ideal candidate is self-motivated, adaptable, and comfortable learning new systems and tools to enhance efficiency and reporting. Experience with data entry, analysis, and report or dashboard development is preferred.

Why work for the City of Elk Grove? Learn more here:Elk Grove Jobs.

COMMUNITY PROFILE

Elk Grove is a vibrant, family-friendly community of approximately 182,842 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

DEFINITION

Under immediate to general supervision, performs routine to advanced administrative support work in support of assigned programs, division, or department; coordinates assigned activities with other divisions, outside agencies, and the public; assists in the development of contracts, grants, and program deliverables; monitors budget expenditures; reviews and process invoices, payments, and refunds; prepares, tracks, and maintains vendor contracts; provides information and assistance to other City staff and the general public regarding assigned programs, policies, and procedures; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Administrative Assistant I) to general supervision (Administrative Assistant II) from assigned management or supervisor personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Administrative Assistant I: This is the entry level classification in the Administrative Assistant series. Initially under close supervision, incumbents learn and perform routine administrative and programmatic work in an assigned program, division, or department. As experience is gained, assignments become more varied, complex, and difficult. Close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Administrative Assistant II: This is the journey level classification in the Administrative Assistant series. Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Administrative Assistant class series are flexibly staffed and positions at the II-level are normally filled by advancement from the next lower level upon management approval, after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class, subject to budgetary funds.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

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.

Some duties, knowledge, skills, and abilities may be performed/exercisedin a learningcapacityfor entry-level (I-level) positions.

• Receives and responds to requests for information, records, and documents; converts hardcopy records into digital formats; indexes digital records into an electronic records system;maintainselectronic and hardcopy files; files and retrieves record copies; responds to public complaints.

• Participates in planning, coordinating, and implementing assigned programs, projects, and initiatives;participatesin the development and implementation of program goals,objectives, policies, procedures, and priorities;participatesin the development and implementation of strategies for the achievement of program goals;assistsin monitoring assigned programs.

• Assistswith the preparation and maintenance of department/division annual operating budget; records and monitors expenditures; keeps management informed on the status of budget line items throughout the fiscal year.

• Prepares,maintains, and verifies departmental accounting, financial, and grant records, ledgers, logs, and files; compiles, reviews, and records financial data to various departmental accounts; resolves discrepancies;establishesand maintains various files and records; reconcilesand processesdepartment transactions; prepares financial reports for management.

• Receives new contracts,assistsin preparation of contract development;reviews contract agreements for changesandforwards to management for approval.

• Provides assistance tomanagement staff;participatesin and providesstaff support to a variety of committees and boards; prepares and presents reports and other correspondence asappropriateand necessary; relieves management staff of administrative workincluding investigating and answering complaintsandproviding assistancein resolving operational and administrative problems.

• Assistsin organization and coordination of department/division workflow; makes recommendations to management on the same;develops and revises office forms and report formats asrequired.

• Coordinatesattendance for staff at required and electivetraining; registersstafffor training and conference events;maintainstraining records and associatedtraining expenses.

• Coordinates travel fordepartmental personnel includingflights, lodging, rental vehicles,andregistrations; communicatestravel arrangements;maintainsand records travel spending for area(s) ofassignment.

• Participatesin community outreach and/orspecial eventsfor assigned department;assistsin event planning and coordination; prepare materials or presentations.

• Researchesand reviewspurchaserequests for equipment and supplies; retrieves quotes or bids; documents inventory,purchasesequipmentand supplies andmaintainsequipment and supplies; verifiespurchase records areaccurateand resolve discrepancies.

• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft, modified standard format, and brief verbal instructions; develops, revises, and maintains standardized and master documents; composes correspondence and other documents.

• May provide clerical/administrative support for Commission/Committee meetings.

• Performs related duties as assigned.

QUALIFICATIONS

Knowledge of:

• Basic techniques for administrative, financial, statistical, and comparative analyses.

• Customer service and public relations methods and techniques.

• Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.

• Methods and techniques of research and operational and administrative analysis.

• Organization and operation of municipal government.

• Pertinent federal, state, and local laws, codes, and regulations.

• Basic concepts for preparing andmonitoringmunicipalbudgets.

• Basic concepts ofgrant application and administrationin a municipal setting.

• Techniques for effectivelyrepresentingtheCityin contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.

• Methods and techniques of preparing technical and administrative reports, and general business correspondence.

• City and mandated safety rules, regulations, and protocols.

• Techniques for providinga high levelof customer service by effectively dealing with the public, vendors, contractors, and City staff.

• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of theCityand their impact on fostering innovation and collaboration.

• The structure and content of the English language at a level necessary to successfully perform the duties assigned.

• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan and organize work to meet changing priorities and deadlines.

• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.

• Basic accounting and bookkeeping principles and practices.

• Prepare and proofread correspondence.

• Understand and carryout verbal and written instructions.

• Workeffectively in an environmentwith frequent interruptions and a high degree of public contact by phone or in person.

• Assistwith the preparation and monitoring of departmental operational budgets and grants.

• Perform a full range of varied, complex, sensitive, and highly responsible office, administrative, secretarial, and routine programmatic support functions of assigned programs, division, and/or department with only occasional instruction orassistance.

• Preparea variety ofreports, charts, visual data representation, and other documents.

• Interpret and applypertinentfederal, state, and local laws, codes, regulations, anddepartmental policies and procedures.

• Develop andmaintainrecordkeeping systems.

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

• Communicate clearly and concisely in the English language at a level necessary for successful job performance.

• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.

• Engage with a diverse public and workforce,facilitatinginclusive service delivery, and implementingequitablecity policies.

• Establish,maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

• Administrative AssistantI/II:Completion of the twelfth (12th) grade.

• Administrative Assistant I:One (1) year ofexperienceperformingadministrative, clerical, and/orcustomer service support dutiesin a professional office environment.

• Administrative Assistant II:Two (2) years ofincreasingly responsible experience providing administrative supportfor budget, personnel, and program administrationat a level comparable to the classification of Administrative Assistant I with the City of Elk Grove.

Licenses and Certifications:

• Some positions may require possession of, or ability to obtain by the time of appointment, an appropriate, valid California driver’s license. This requirement may be waived for individuals who are unable to obtain a driver’s license due to a disability.

Retired Annuitants:
This is a regular full-time position. Retired Annuitants are not eligible for appointment to this position under Government Code Sections 7522.56, 21224, 21227, and 21229. Retired CalPERS members may apply only if they are planning to voluntarily reinstate from retirement.

Employment Sponsorship:
This position is not eligible for H-1B visa sponsorship or any other type of employment-based visa sponsorship.

PHYSICAL DEMANDS

Mustpossessmobility to work in a standard office setting and use standard office equipment, including a computer;vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas isfrequentlyrequired. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and tooperatestandard office equipment. Positions in this classificationfrequentlybend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees mustpossessthe ability to lift, carry, push, and pull materials and objects up to 10 pounds. Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

FLSA Status: Non-exempt.