Administrative Assistant

City of Tustin • Tustin, CA

5h • Hybrid

About The Position

The City of Tustin is seeking professional, detail-oriented applicants for the position of Administrative Assistant. This recruitment will be used to fill two vacancies that offer an opportunity to support the important work of either the City Clerk's Office or the Human Resources Department. One full-time position in the City Clerk's Office, with full employment benefits; and one part-time, non-benefited position in the Human Resources Department, working approximately 20 hours per week. The selected candidates will provide administrative and customer service support within either the City Clerk's Office or Human Resources Department. These positions are ideal for individuals who enjoy administrative work, take pride in getting the details right, and understand that every task contributes to the success of the office. Responsibilities include coordinating multiple assignments, maintaining records and files, preparing correspondence and documents, tracking deadlines, and supporting a variety of departmental programs and services in a fast-paced and high-profile environment.

Requirements

• Graduation from high school
• Two (2) years of general clerical experience
• Possession of a valid California Class C driver's license and an acceptable driving record
• Satisfactory results from a background investigation, physical examination and administrative screening
• Typing certification verifying a typing speed of at least 50 net words per minute (nwpm)

Nice To Haves

• Highly dependable, organized, and service-oriented, with exceptional attention to detail and a commitment to producing accurate, polished work
• Communicate clearly and professionally, exercise sound judgment and discretion, manage competing priorities effectively, and remain welcoming, approachable, and composed when assisting employees, members of the public, and others
• Collaborative and flexible team member who brings a positive attitude, a good sense of humor, and a genuine willingness to pitch in wherever needed
• Take pride in both significant assignments and the routine but essential tasks that keep the office running smoothly
• High ethical standards and integrity who take genuine satisfaction in supporting their colleagues, serving customers, and contributing to the success of the team

Responsibilities

• Greets and receives visitors and answers incoming calls; answers routine questions and provides basic departmental information; distributes forms, permits, and informational materials; routes or directs individuals to supervisors, staff members, or external agencies as appropriate
• Prepares a variety of documents in draft and final form from written or oral instructions, including basic letters, forms, charts, and summary reports; reviews and proofreads a variety of written documents and records for completeness, accuracy, and correct grammar, spelling, and punctuation, including correspondence, timesheets, invoices, requisitions
• Records, files, and maintains information and alphanumeric data; compiles and prepares basic reports regarding departmental activities by researching, compiling, and summarizing information contained in various sources such as paper and electronic files, financial database software, correspondence, and notes
• Schedules conference rooms and facilities for meetings and events; registers participants in classes and sports programs; collects and processes fees; issues receipts, permits, and contracts
• Creates, labels, and maintains electronic and paper filing systems; scans, files, maintains, purges, and archives correspondence, records, and other written documents
• Opens, sorts and distributes incoming mail; prepares letters and informational materials for outgoing mail
• Prints documents and makes photocopies; compiles, prepares and organizes documents for mailing, distribution, and use by department staff
• Orders and maintains inventory of departmental supplies; processes invoices for payment; creates and processes purchase orders
• Provides backup support to administrative support staff

Benefits

• Full employment benefits (for the full-time position)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED