Administrative Assistant

Salary : $48,158.54 - $61,463.85 Annually
Location : City of Upland, CA
Job Type: Full Time
Job Number: 2519
Department: City Manager's Office
Division: City Clerk's Office
Opening Date: 04/22/2025
Closing Date: 5/15/2025 6:00 PM Pacific

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City of Upland is recruiting for Administrative Assistant.
Are you a highly organized, detail-oriented professional who thrives in a fast-paced environment? City of Upland is seeking a reliable and proactive Administrative Assistant to support our team and help keep daily operations running smoothly. This is a great opportunity for someone who enjoys multitasking, communicating effectively, and being the go-to person for administrative support.
For more details, view the complete job description:
IMPORTANT INFORMATION
CURRENT VACANCIES:
One(1) full-time position with full benefits in the City Clerk's Office.

REPORTING SCHEDULE:
Full-time: 12 months per year; 10 hours per day; 4 days per week (Monday through Thursday).

PROBATIONARY PERIOD:
Full-time: 12 months of paid service.

EXAM TYPE:
Open and Promotional.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

• Types, formats, edits, revises, proofreads, and prints reports, correspondence, memoranda, transmittal sheets, agreements, contracts, legal documents, ordinances, resolutions, technical charts and tables, and other specialized and technical materials; types from rough notes, drafts, dictation, modified standard formats and brief oral instructions; edits and revises materials; develops, revises, and maintains standardized and master documents; composes correspondence, reports, and informational materials; assists in designing and producing technical information handouts.
• Answers, screens, and refers visitors, e-mails, and telephone calls; calendars appointments; assists customers at a public counter and by telephone; responds to complaints from customers and the public, refers complaints to appropriate staff and/or takes or recommends action to resolve the complaint.
• Maintains departmental personnel files; prepares personnel documents; processes and distributes time sheets; maintains attendance and leave records.
• Copies, compiles, and distributes a variety of contracts, reports, and documents.
• Prepares and issues permits; collects and processes permit fees and purchase requisitions for payments.
• Applies a variety of database, spreadsheet, word processing, and graphics software programs and functions for departmental and division records and reports.
• Organizes and maintains databases and determines how information can be extracted for various department reports.
• Composes letters, correspondence, and reports for review by department managers and supervisors.
• Drafts legal notices; types and mails meeting notices to applicants, property owners, and other interested parties; drafts procedures and arranges for publication of legal notices; may maintain files of Certificates of Publication; may verify publication invoices.
• Organizes and maintains department contracts, records, bid documents, proposals, and related information.
• Updates department online forms and track class registrations on website or internal software applications, as assigned.
• Assembles agenda packets and hearing case files as assigned; ensures all information is accurate and files are complete; drafts legal notices; types and mails meeting notices to applicants, property owners and other interested parties; drafts procedures and arranges for publication of legal notices; maintains files of Certificates of Publication; and verifies publication invoices.
• Complies with City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

QUALIFICATION GUIDELINES
Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to completion of the twelfth (12th) grade.

Experience:

• Two (2) years of increasingly responsible office administrative, customer service, and/or secretarial experience.

Knowledge of:

• Administrative principles and practices, including goal setting, time management, prioritization of tasks, and project management.
• City organization, ordinances, rules, policies, and procedures applicable to departmental operations.
• Office administration practices and procedures.
• Basic research methods and techniques.
• Database administration practices.
• City-wide as well as departmental and divisional administrative procedures, practices, and principles.
• Principles and practices of sound business communication.
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Rules and procedures governing the notice and conduct of public meetings.
• Record keeping, filing, purchasing, and accounting practices and procedures.
• Business arithmetic.
• Business letter writing and the standard format for reports and correspondence.
• Writing and editing skills, including proofreading, grammar checking, and formatting of memoranda, templates, policies, and procedures.
• Record retention and destruction policies and procedures.
• City and mandated safety rules, regulations and protocols.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Provide varied and responsible office administrative work requiring the use of tact and discretion.
• Enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work.
• Interpret, apply, explain, and reach sound decisions in accordance with laws, regulations, policies, and procedures.
• Organize and maintain office, specialized, and sensitive files.
• Maintain confidentiality and ensure discreet handling in all aspects of personnel or sensitive situations.
• Make accurate arithmetic calculations.
• Compose correspondence and reports independently or from brief instructions.
• Understand and follow written and oral instructions.
• File and maintain automated and hardcopy records, logs, and inventories with accuracy.
• Prepare a variety of confidential documents.
• Prepare clear, accurate, and concise records and reports.
• Use tact and discretion in dealing with sensitive situations and concerned people and customers.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

PHYSICAL AND MENTAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

WORK ENVIRONMENT:
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
IMPORTANT INFORMATION:
Examination Process:
A competitive review of applicants' experience and qualifications will be conducted. Based on that evaluation, a limited number of applicants whose qualifications best meet the current needs of the City of Upland will be invited to participate in the next step of the examination process . click apply for full job details