Description

The City of Brea is seeking a detail-oriented, highly organized, and service-driven Administrative Assistant to provide administrative and operational support to the City Manager’s Office.

The Administrative Assistant plays a vital role in keeping the City Manager’s Office running smoothly by coordinating administrative functions, managing competing priorities, and ensuring important details are not overlooked. Responsibilities include processing correspondence, accounts payable, and supply orders; maintaining databases, spreadsheets, and filing systems; proofreading public-facing materials; and providing backup support to the City Clerk’s Division and other departments with public records requests, Brown Act meeting agendas, and minutes. The position also manages phone lines and provides support to elected officials and executive staff.

In addition to daily administrative responsibilities, this position offers opportunities to assist with internal departmental and Citywide events and contribute to programs that positively impact the community. This is an excellent opportunity for a proactive professional who enjoys working in a dynamic environment and takes pride in providing exceptional administrative support.

Work Schedule

This position follows a 9/80 work schedule, with regular hours Monday through Thursday, 7:30 a.m. to 5:30 p.m., and every other Friday, 8:00 a.m. to 5:00 p.m. Occasional flexibility may be required to accommodate early morning or late evening meetings, events, and other City business.

The ideal candidate is a dependable, responsive, and service-oriented professional who thrives in a fast-paced environment where priorities may shift quickly. They possess strong written, verbal, telephone, and interpersonal communication skills and understand the importance of discretion, sound judgment, and professionalism when supporting the City Manager’s Office.

We are looking for someone who takes initiative, anticipates needs, follows through on assignments, and continually seeks opportunities to improve processes and work efficiently. Experience in public sector administration is desirable, along with the ability to manage multiple tasks, maintain accurate records, and deliver high-quality work with attention to detail.

Above all, the successful candidate will demonstrate a commitment to public service and take pride in supporting the City’s leadership, employees, and community.

DISTINGUISHING CHARACTERISTICS  

To perform a variety of responsible, complex and sensitive administrative duties for a small department or major division; coordinate calendars, schedule meetings and training and perform specialized and specific duties in a functional area of a department or office.  

Administrative Assistant

This class is distinguished from general clerical classes by the more complex, responsible, and sensitive duties related to its functioning as the direct assistant to a department director or division manager, and by the responsibility for supervision of clerical support functions within the department or division. It is distinguished from the Executive Assistant classification in that it does not provide administrative support for the director of a department with two or more major operating divisions.  

SUPERVISION RECEIVED AND EXERCISED 

Administrative Assistant

General supervision is provided by higher level management. 

Responsibilities include functional supervision of subordinate clerical positions.

Examples of Duties

Essential job functions include, but are not limited to, the following: (These functions may not be present in all positions in this classification. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.) 

Perform a variety of administrative tasks including accurate typing, proofreading, spelling, grammar, filing, editing, and operation of applicable software and other automated systems. 

Perform a variety of specialized administrative support duties and other tasks related to the functions of the assigned department. 

Compose routine correspondence not requiring the department director's or division manager's personal attention. 

Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information regarding the intent of instructions, precedents and regulations. 

Participate and assist in the administration of a department or division; prepare comprehensive reports, compile annual budget requests, and recommend expenditure requests for designated accounts.  

Recommend organization or procedural changes affecting clerical activities. 

Relieve the department director or division manager of routine personnel, budget payroll and purchasing duties. 

Research, compile, and analyze data for special projects and various reports. Initiate and maintain a variety of files and records for information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials. 

Manage calendars, schedule appointments and coordinate meetings.

Arrange travel, conferences, and meetings. 

May serve as clerk to a board or commission, preparing the agenda, assembling background materials, and taking minutes of the meetings. 

May supervise, train, and evaluate subordinates. 

Perform related duties as assigned. 

Typical Qualifications

Experience and Education

To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge and abilities, and enable the individual to successfully perform the essential functions of the position. 

A typical combination is:

Experience

Three years of increasingly responsible clerical experience including one year experience comparable to that of an Administrative Clerk II clerical class in the City of Brea.

Education

Equivalent to the completion of the twelfth grade including or supplemented by specialized clerical courses.

Supplemental Information