Administrative Assistant

City of Brea•City of Brea-Civic Center, CA

About The Position

The City of Brea is seeking a detail-oriented, highly organized, service-driven Administrative Assistant to provide administrative and operational support to the City Manager’s Office. The role coordinates administrative functions, manages competing priorities, and helps ensure important details are not overlooked. Duties 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 for public records requests, Brown Act meeting agendas, and minutes. The position also manages phone lines and supports elected officials and executive staff. It may assist with internal departmental and Citywide events and community-impact programs. The position performs responsible, complex, and sensitive administrative duties for a department or major division. It may coordinate calendars, schedule meetings and training, perform specialized functional duties, and provide functional supervision of clerical support positions. General supervision is provided by higher-level management. The role follows a 9/80 schedule: 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 for early morning or late evening meetings, events, and other City business.

Requirements

Three years of increasingly responsible clerical experience, including one year of experience comparable to the City of Brea Administrative Clerk II clerical class.
Education equivalent to completion of twelfth grade, including or supplemented by specialized clerical courses.
Possess a combination of experience and education that provides the knowledge and abilities needed to perform the essential functions.
Successfully complete a thorough background review.
Upon a contingent offer, successfully complete a medical examination and provide proof of legal work status.
Submit a City of Brea electronic employment application; resumes are not accepted in lieu of the application.

Nice To Haves

Experience in public sector administration.
Strong written, verbal, telephone, and interpersonal communication skills.
Ability to exercise discretion, sound judgment, and professionalism when supporting the City Manager’s Office.
Ability to manage multiple tasks, maintain accurate records, and deliver high-quality work with attention to detail.
Initiative, follow-through, anticipation of needs, and interest in improving processes and working efficiently.
Dependability, responsiveness, and a service-oriented approach in a fast-paced environment with shifting priorities.
Commitment to public service.

Responsibilities

Perform administrative tasks including typing, proofreading, spelling, grammar, filing, editing, and operating applicable software and automated systems.
Perform specialized administrative support duties related to the functions of the assigned department.
Compose routine correspondence that does not require the department director’s or division manager’s personal attention.
Act as a receptionist, screen calls and visitors, refer inquiries, and respond to complaints and requests for information about instructions, precedents, and regulations.
Assist with department or division administration; prepare reports, compile annual budget requests, and recommend expenditure requests for designated accounts.
Recommend organizational or procedural changes affecting clerical activities.
Handle routine personnel, budget, payroll, and purchasing duties for the department director or division manager.
Research, compile, and analyze data for special projects and reports.
Initiate and maintain files and records, including 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.
Provide backup support for public records requests, Brown Act meeting agendas, and minutes.
Manage phone lines and provide support to elected officials and executive staff.
Assist with internal departmental and Citywide events and community programs.
As needed, serve as clerk to a board or commission by preparing agendas, assembling background materials, and taking meeting minutes.
As needed, supervise, train, and evaluate subordinates.
Perform related duties as assigned.