Administrative Assistant I/II (Multiple Vacancies; Public Works Department)

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city of santa cruz caSanta Cruz (CA)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Administration of Air and Water Resource and Solid Waste Management Programs

SENIORITY

Mid

SALARY

$23.98 - $37.68 per hour

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About the role

Administrative Assistant Positions Effective the pay period that begins on September 26, 2026, the salary for all bargaining unit members shall be increased by an additional four percent (4.0%). This job posting has been updated to reflect this increase. The Public Works Department has two current Administrative Assistant I/II vacancies: one in the Administration Division and one in the Wastewater Division. This recruitment is open to candidates who participated in and passed the June 2026 Administrative Assistant I/II Examination (26-EXAM-02) through the City of Santa Cruz. The Public Works Department is the largest City department and is organized into seven major divisions: Administration; Engineering; Operations; Parking; Resource Recovery; Transportation Engineering; and Wastewater. The primary goals of the department are to efficiently deliver a broad range of municipal services to residents, businesses, and visitors of Santa Cruz in a manner that is safe, professional, sustainable, and cost-effective, with a focus on community responsiveness and customer service. The Administration Division supports all department divisions. A key function to the Administration division is providing customer service to the residents of Santa Cruz, providing accurate information about Public Works programs and projects, and connecting the community to the appropriate resources. The Administration division leads the Transportation and Public Works Commission and the Downtown Commission, and leads the Public Works budget process, supports expenditure control, and project reimbursements. The Administration division also coordinates with the Human Resources department to provides administrative support for human resources functions. The typical schedule for this position is Monday-Friday from 7am-3:30pm. The Wastewater Division operates and maintains a regional wastewater treatment facility that protects public health and the environment while serving Santa Cruz and neighboring communities. Based at the Wastewater Treatment Facility and reporting directly to the Wastewater Systems Manager, this Administrative Assistant will provide essential administrative support for daily operations, including customer service, invoice and purchasing support, records management, and coordination with facility staff and other City departments. The typical schedule for this position is Monday-Friday from 7am-3:30pm. Administrative Assistant I salary is $23.98 - $33.74 hourly. Administrative Assistant II salary is $26.78 - $37.68 hourly. The eligible list that was established from the Administrative Assistant I/II examination (26-EXAM-02) is valid for up to one year from the date it was established unless the list is extended or abolished by the Human Resources Director. Recruitment #27-023APPLICATION AND SELECTION PROCESS: The following process may be changed as deemed necessary by the Human Resources Director. The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract. Who is eligible to apply: Candidates who participated in and passed the June 2026 Administrative Assistant I/II Examination (26-EXAM-02) through the City of Santa Cruz are eligible to apply and submit an application. On Thursday, 10/22/26 recruitment will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted. To apply, submit: Application - online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the Apply button to begin the online process. Response to supplemental questions - will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here must also be included in your employment history on the main application. Week of 10/26/26: Qualified candidates who have successfully passed the application process and Administrative Assistant I/II Examination will have their applications competitively screened based on the minimum qualifications and supplemental questions for this position. Candidates will be notified of their status in the recruitment by 11/06/26.Week of 11/09 and/or 11/16/26: Interviews will be tentatively scheduled for top candidates. The examination process will include an interview and may include a written and/or performance exercise. Basic Function Under general supervision, performs a variety of clerical and administrative duties related to the function and/or department to which assigned, including typing, filing, recordkeeping, general reception, and customer service. Distinguishing Characteristics Administrative Assistant I: This is the entry-level class in the Administrative Assistant series. Initially under close supervision, incumbents with basic clerical experience perform basic administrative and office support duties. As experience is gained, assignments become more varied and are performed with greater independence. 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. Eventually, positions will attain a level of experience to receive only occasional instruction or assistance as new or unusual situations arise and where they are fully aware of the operating procedures and policies of the work unit. This class is alternately staffed with the Administrative Assistant II and incumbents may advance to the higher-level class after gaining the knowledge, skills, and experience that meet the qualifications for and by demonstrating the ability to perform the work of the higher-level class. Administrative Assistant II: This is the full journey-level class in the office support series. Incumbents at this level are capable of performing the full range of advanced clerical and office support duties. 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. This class is distinguished from the Administrative Assistant III in that the latter performs more advanced technical and specialized administrative support duties requiring additional training and/or experience, including functioning as personal administrative assistant to a department head and may provide lead supervision to lower-level office support positions.

Typical Duties: (May include, but are not limited to, those duties listed below.)Performs a wide variety of clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, creating project and department files, updating department websites, and preparing and processing purchase order and accounts payable. Composes, types, formats, proofreads, and processes a variety of documents, including letters, memos, agendas, reports, statistical charts, and forms from rough drafts, recordings or verbal instructions; checks drafts for punctuation, spelling, and grammar and suggests corrections. Performs reception and customer service duties; answers telephone, emails and in-person inquiries; provides information on departmental policies and procedures; resolves problems related to assigned responsibilities; refers callers to appropriate staff- as necessary. Maintains and updates departmental record systems and specialized databases; enters and updates information with departmental activity, purchase order requests, budget and account information, and report summaries; retrieves information from systems and specialized databases as required. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and divisional policies and procedures in determining completeness of applications, records, and files. Compiles information and data for basic administrative and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. Issues, receives and processes various applications, orders, permits, contracts, and other forms. Accepts payment of fees and process payments by phone, mail and in-person processes claims and invoices; creates purchase orders; and processes petty cash reimbursements; may prepare bank deposits, prepare billing invoice requests, and maintain accounting spreadsheets. Reviews invoices and credit card statements for completeness, accuracy and compliance with established regulations and procedures; Receives, sorts, and distributes incoming and interdepartmental mail and correspondence; prepares and distributes outgoing mail. Operates standard office equipment, including job-related computer hardware and software applications, fax machine, scanner, printers, copiers, calculators, and telephones; may operate other department-specific equipment; may place equipment maintenance calls. Provide staff support to assigned committees, commissions, and boards; prepares and distributes agenda packets; maintains distribution and contact lists; sets up meeting site; takes notes at meetings; prepares action agendas and final minutes, as assigned. Schedules department facilities; arranges for necessary set-up, materials, and equipment to be available at meetings, as necessary. Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; prepares requests for payment for management approval. Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested. Maintains and prepares departmental records, including Personnel Action Forms (PAFs), training documents, and evaluation forms. Assists with facility security tasks, including issuing and tracking identification cards, gate cards, key cards, and/or keys and maintaining sign in records.

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