Administrative Assistant

City of Paso Robles•Paso Robles, CA

About The Position

The City of Paso Robles is hiring an Administrative Assistant for its Community Development Department. The position supports the Building, Planning, and Engineering divisions and provides varied administrative, customer service, records, and financial support. The Administrative Assistant responds to residents, contractors, businesses, employees, vendors, outside agencies, and the public; assists customers in accessing City services; and helps keep departmental operations organized and running smoothly. The role includes preparing correspondence and reports, maintaining calendars and records, supporting financial transactions and budget tracking, coordinating meetings and projects, assisting with records requests and public meetings, and maintaining office supplies and equipment. The position requires accuracy, organization, attention to detail, professionalism, and the ability to balance multiple priorities. A high school diploma or GED and two years of administrative, office support, or clerical experience are required. Public sector experience is desirable. A valid California Class C driver license and satisfactory driving record are required.

Requirements

High school diploma or General Educational Development (GED) certificate.
Two years of administrative, office support, or clerical experience.
Possession of a valid California Class C driver license and a satisfactory driving record.
Knowledge of modern office administrative practices, procedures, and equipment; customer service; records management and retention; business correspondence and report preparation; bookkeeping and financial recordkeeping; office software; municipal government and departmental functions; applicable policies and procedures; and English usage and business writing.
Ability to perform administrative, clerical, financial, and customer service duties accurately; interpret and explain policies and procedures; prepare documents using standard office software; prioritize multiple assignments and deadlines; maintain accurate records; perform calculations and reconcile financial information; research and compile information; communicate effectively; build working relationships; and adapt to changing priorities, technology, software, and departmental needs.
Successful completion of a background investigation and criminal history check is required for appointment.
Before employment, provide documentation of identity and authorization to work in the United States and a current DMV driving record.
Successfully complete a 12-month probationary period following appointment.

Nice To Haves

Public sector experience.

Responsibilities

Respond to inquiries from employees, contractors, vendors, outside agencies, and the public; explain departmental policies, procedures, forms, and processes; resolve routine issues and refer more complex matters to appropriate staff.
Assist customers with accessing City services and coordinate across departments to provide accurate information and timely assistance.
Provide administrative support by preparing correspondence, reports, presentations, forms, notices, and other documents using standard office software.
Serve as a receptionist by answering telephones, greeting visitors, screening inquiries, and directing individuals to appropriate staff or resources.
Compose routine correspondence and proofread documents for grammar, spelling, formatting, completeness, and accuracy.
Maintain calendars and schedules and coordinate meetings, training, travel arrangements, conferences, and special events.
Organize and track assignments, projects, records, and deadlines; assist with departmental projects by researching information, compiling data, preparing reports, and monitoring project status.
Review, code, and prepare invoices, warrant requests, billing information, purchase orders, contracts, and related financial documentation; verify accuracy and completeness and submit materials for approval and processing.
Receive, record, balance, and reconcile payments, receipts, deposits, refunds, and related financial transactions.
Assist with budget tracking, expenditure monitoring, and preparation of financial reports and supporting documentation.
Establish, maintain, and organize electronic and physical records in accordance with records retention requirements.
Maintain departmental databases, spreadsheets, tracking systems, and other records; enter, retrieve, update, and verify information.
Research records, compile information, and prepare routine reports in response to requests and departmental needs.
Assist with records requests by locating, gathering, organizing, and preparing responsive records; track requests and deadlines and maintain documentation under applicable laws, City policies, and procedures.
Provide administrative support for boards, commissions, committees, or public meetings, including posting notices and maintaining records.
Order, inventory, and maintain office supplies, forms, and equipment; coordinate equipment maintenance and service requests.
Receive, process, distribute, and track incoming and outgoing mail, packages, and correspondence.
Coordinate administrative activities with City departments, outside agencies, vendors, consultants, and community organizations while maintaining effective working relationships.