Administrative Assistant I, II, and III

City of Cerritos•Cerritos, CA

2d•Onsite

About The Position

The Administrative Assistant I, II, and III classifications are part of a progressive administrative support series responsible for providing clerical, technical, and administrative support to departments across the City of Cerritos. Each level builds upon the skills, complexity of tasks, and independence of judgment required, offering a pathway for professional development and increased responsibility. Administrative Assistant I is the entry-level classification in the series. Incumbents perform structured, routine, and less complex clerical and administrative tasks under close supervision. They are responsible for customer service at public counters, basic recordkeeping, data entry, document preparation, and routine office support functions. This classification offers opportunities to learn department operations, develop foundational skills, and gain exposure to City processes and procedures. Administrative Assistant II is the journey-level classification. Employees in this role independently perform a broader range of technical and administrative functions in support of department programs and services. Responsibilities include drafting detailed correspondence, coordinating meetings and calendars, preparing agendas and minutes, conducting records management, assisting with budgeting and purchasing, and providing customer service on more complex issues. An Administrative Assistant II may also provide training or guidance to other clerical support staff and are expected to exercise greater discretion and judgment in problem-solving. Administrative Assistant III is the advanced-level classification and serves as a key administrative resource within a department. Incumbents perform complex analytical and support tasks involving project coordination, data integration, budget development and monitoring, contract and procurement oversight, and interdepartmental communication. They may lead administrative sections, provide guidance to administrative staff, represent the department in high-level interactions, and support compliance with City policies and regulatory requirements. An Administrative Assistant III operates with a high degree of independence is expected to demonstrate exceptional organizational, analytical, and communication skills.

Requirements

High School diploma or GED equivalent.
Administrative Assistant I: One year of experience in a support role required. Relevant clerical or customer service experience is desirable.
Administrative Assistant II: Three (3) years of increasingly responsible clerical or administrative support experience in a public agency or similarly complex office environment.
Administrative Assistant III: Four (4) years of progressively responsible administrative support experience, including experience with budget tracking, project coordination, and departmental operations; public sector experience is highly desirable.
Knowledge of: Principles and practices of modern office administration, clerical procedures, and recordkeeping systems.
Citywide policies, procedures, and departmental functions related to assigned administrative operations.
Techniques for effectively serving the public, resolving complaints, and maintaining positive working relationships.
Proper English usage, including grammar, punctuation, spelling, vocabulary, and formatting.
Business arithmetic and standard financial and purchasing procedures.
Principles of data entry, word processing, spreadsheet creation, and database maintenance.
Methods and techniques of scheduling meetings, maintaining calendars, and preparing agendas and minutes.
Applicable laws, regulations, and procedures related to records retention and public records requests.
Standard office equipment and software applications relevant to administrative work, such as Microsoft Office Suite or other City-supported platforms.
Ability to: Perform a wide variety of administrative, clerical, and technical support duties accurately and efficiently.
Provide responsive, courteous, and effective customer service to the public, staff, and external agencies.
Communicate clearly and concisely, both orally and in writing.
Compose and edit professional correspondence, reports, and documents with attention to detail and formatting standards.
Understand and carry out verbal and written instructions with minimal supervision.
Organize, prioritize, and complete multiple assignments and meet deadlines in a fast-paced environment.
Maintain confidentiality and handle sensitive or privileged information with discretion.
Operate standard office equipment and utilize computer applications effectively.
Apply judgment and initiative in resolving problems and improving administrative processes.
Establish and maintain effective working relationships with coworkers, supervisors, and external partners.
Possess a valid California class “C” driver’s license.

Nice To Haves

Budget monitoring, purchasing procedures, contract administration, and project coordination (Administrative Assistant II and III).
City Council processes, public meeting procedures, and department-specific regulatory requirements (Administrative Assistant II and III).
Interpret and apply City policies, regulations, and procedures to departmental operations (Administrative Assistant II and III).
Review financial data, reconcile budgets, and prepare accurate tracking reports (Administrative Assistant II and III).
Coordinate projects and provide technical guidance to administrative staff or interns (Administrative Assistant III).

Responsibilities

Performs a variety of administrative and clerical duties in support of divisional or departmental operations and programs.
Serves as a point of contact for internal and external customers; responds to public inquiries in person, by telephone, or email; provides accurate information or refer individuals to the appropriate staff or department.
Drafts, edits, formats, and distributes correspondence, reports, meeting agendas, and other written materials using appropriate grammar and City-approved templates.
Schedules, coordinates, and prepares for meetings, trainings, and events, including managing calendars, booking facilities, and preparing materials.
Processes, routes, and tracks a variety of documents such as invoices, purchase orders, contracts, timesheets, and reimbursement requests; ensures accuracy and compliance with City procedures.
Maintains department files, records, databases, and logs in accordance with the City’s records retention and destruction policies.
Assists in the preparation, tracking, and monitoring of division or department budgets; researches discrepancies and prepare budget-related documentation.
Orders and maintains inventory of office supplies and equipment; coordinates maintenance and service requests as needed.
Receives, sorts, and distributes mail and packages; prepares outgoing mail and deliveries.
Enters, verifies, and updates information in various computer systems and databases with a high degree of accuracy.
Assists with the preparation and responses to public records requests in compliance with applicable laws and procedures.
Provides administrative support for special projects, researches assignments, and department initiatives.
Ensures work is performed in alignment with the City’s customer service standards and safety protocols.
Drive to various City facilities and partner organizations in support of events, programs and services, including posting City Council, Commission and Committee Agendas.