Administrative Assistant

Salary : $56,347.20 - $75,878.40 Annually
Location : Tustin, CA
Job Type: Full-Time
Job Number: 2025-23
Department: Public Works
Opening Date: 04/10/2025
Closing Date: 5/1/2025 5:00 PM Pacific

Description
THE POSITION:

Our Public Works Department is looking for an Administrative Assistant to join their team. The Administrative Assistant will be responsible for performing a variety of routine to moderately complex general clerical duties to support the operations, and activities of the Public Works Department. The ideal candidate will be detail-oriented, with strong written and oral communication skills, outstanding people skills, and a positive attitude.

THE PUBLIC WORKS DEPARTMENT:

Our Public Works Department is responsible for the design, construction, operation and maintenance of all public infrastructure and public right-of-way for the City of Tustin. Join our team and help the Department achieve Tustin's mission of providing effective, high-quality services that foster safety, quality of life, and economic vitality throughout our community.

THE RECRUITMENT PROCESS:

To be considered, a City application and typing certification must be submitted by the deadline date for this recruitment. The typing certification must meet the City's requirements and demonstrate that the candidate can type accurately at a speed of at least 50 net words per minute. To view the City's typing certification requirements, click here.

Application materials will be carefully reviewed to identify those who meet the minimum qualifications for this position. Candidates who meet the minimum qualifications for this position will be invited to participate in an online assessment. An overall evaluation of each candidate's score on the online assessment, and their training and experience, will be considered in determining who advances in the selection process to a panel interview. All candidates who pass the panel interview will earn placement on the eligible list, which is valid for one (1) year and may be used for current and future vacancies in the job classification for various City departments. The hiring department may contact any individual on the eligible list to move forward in the selection process.

Examples of Duties
The duties of an Administrative Assistant may include, but are not limited to, the following:

• 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

• 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

Minimum Qualifications
A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes:

Education and/or Experience:

Graduation from high school; and two (2) years of general clerical experience.

Licenses and/or Certificates:

Possession of a valid California Class C driver's license and an acceptable driving record.

Special Requirements:

Satisfactory results from a background investigation, physical examination and administrative screening.
Typing Certification Requirement:

To be considered, a City application and typing certification must be submitted by the deadline date for this recruitment. The typing certification must meet the City's requirements and demonstrate that candidates can type accurately at a speed of at least 50 net words per minute. To view the City's typing certification requirements, click here.
KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of:

• Objectives, programs, policies, and procedures of the assigned department

• Proper English usage, spelling, grammar and punctuation

• Principles and procedures of record keeping and reporting

• Standard business software, including word processing, spreadsheet, and database programs

Skill to:

• Operate various types of standard office equipment including a personal computer and related software

• Operate a motor vehicle in a safe manner

Ability to:

• Interpret, explain, and apply departmental policies and procedures

• Establish and maintain courteous, cooperative, and effective working relationships with staff, management, elected officials, commission members, the general public, and others encountered in the course of work

• Maintain professionalism, courtesy, and composure at all times, including stressful situations and handle disputes and complaints in a calm, courteous, and tactful manner

• Prepare and maintain accurate and precise written documents such as reports, records, forms, and correspondence

• Understand and follow oral and written instructions

• Communicate clearly and concisely, orally and in writing

• Perform basic arithmetic computations with speed and accuracy

• Type accurately at a speed of at least 50 net words per minute

• Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines

• Effectively handle multiple priorities and organize workload

• Work independently and efficiently with a minimum amount of direct supervision

Working Conditions & Physical Demands

To view the working conditions and physical demands, see the position's class specification.
The City of Tustin offers a comprehensive compensation and benefit program that includes:

FLEXIBLE BENEFIT PLAN
The City provides a specific dollar amount to each employee to use toward the purchase of individual or family health coverage, dental plans, vision coverage, additional life insurance, deferred compensation, and other optional benefits. Currently, the flexible benefit amount for Employee + 2 is $1735 per month.

The City contracts through CalPERS medical program (PEMHCA) which offers multiple PPO and HMO options for health insurance providers. Employees also have the choice of Delta Dental PPO or HMO plans.

RETIREMENT
Employees will be enrolled in a defined benefit (pension) plan with the California Public Employees Retirement System (CalPERS). CalPERS determines the retirement plan in which a new employee will be enrolled based on the individual's membership status with CalPERS or a reciprocal retirement system on the individual's first day of employment with the City.

Classic CalPERS members will be enrolled in the 2% 60 plan, with an employee contribution of 10% (pre-tax). New CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the 2% 62 plan, with an employee contribution of 6.25% (pre-tax). The City does not participate in Social Security, though participation Medicare is mandatory (1.45% employee contribution).

DEFERRED COMPENSATION
Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program and the City contracts with Nationwide Retirement Services.

GENERAL LEAVE
General Leave may be used for vacation and/or illness. Annual accrual amounts increase from 160 to 248 with years of service.

HOLIDAYS
The City has 13 paid holidays per calendar year.

LIFE INSURANCE
Full-Time employees receive a $100,000 life insurance policy.

LONG-TERM DISABILITY
The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident.

ALTERNATIVE WORK SCHEDULE
The 9/80 alternative work schedule is available for most full-time positions.

RETIREE HEALTH INSURANCE
Employees who retire from the City of Tustin with ten (10) years of full-time service and continue enrollment in the City's health plan are eligible for reimbursement of $250 per month toward retiree health insurance costs. Employees first hired into a benefitted position with the City of Tustin prior to July 1, 2011 are eligible for this benefit after five (5) years of service.

. click apply for full job details