Administrative Assistant I/II/ Sr - Parks and Recreation

Job Description

DESCRIPTION

The full salary range for this position is as follows: Administrative Assistant I - $32.18- $41.07 / Administrative Assistant II - $33.78 to $43.14/ Senior Administrative Assistant $35.48-$45.27. Expected hiring range is as follows: Administrative Assistant I $32.18-$35.48 / Administrative Assistant II - $33.78 to $37.25/ Sr Administrative Assistant - $35.48-$39.11.

Performs a wide variety of responsible confidential para-professional and technical level administrative, secretarial, and/or program related duties in assistance to a City department; coordinates, monitors, and reports on various department activities; and reviews routine administrative budget requests related to the area of assignment.

DISTINGUISHING CHARACTERISTICS:

Administrative Assistant I

This is the entry-level classification in the Administrative Assistant series. Under close supervision initially, incumbents perform routine and progressively more complex administrative support duties in accordance with established policies, procedures, and instructions. As knowledge and experience are gained, employees exercise greater independence in completing routine assignments and may assume responsibility for assigned administrative tasks and projects.

Administrative Assistant II

This is the journey-level classification in the series. Under general supervision, incumbents independently perform a broad range of administrative and technical support duties requiring knowledge of departmental operations, policies, procedures, and applicable regulations. Employees coordinate assigned administrative functions and projects, organize and prioritize multiple assignments, monitor deadlines and deliverables, and exercise independent judgment within established guidelines.

Senior Administrative Assistant

This is the advanced level in the series. Incumbents perform the most complex, specialized, and responsible administrative and technical support duties requiring knowledge of departmental operations, policies, procedures, and applicable regulations. Independently coordinates specific projects or programs and exercises independent judgment and initiative.

EXAMPLES OF ESSENTIAL FUNCTIONS:

Essential and other important responsibilities and functions may include, but are not limited to, the following:

Administrative Assistant I/II

• Represent the City to all callers and visitors in a professional and effective manner.
• Respond to visitors' inquiries, both on the telephone and in person, and refer to the appropriate staff member for more specific information, as appropriate; take accurate messages; and exhibit familiarity with all functions of the City.
• Greet, assist, and direct visitors and staff members entering the department offices; notify the appropriate staff member when visitors have arrived; and direct visitors to the proper office.
• Assist in preparing procedures, operating manuals, written material, budgets, forms, charts and/or other documents for internal or external distribution.
• Act as an information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person.
• Type letters, reports, memoranda, and other documents relating to the department, which may include contracts, proposals, technical/legal documents, statistical and/or special forms, budgets, and charts.
• Post to logs; maintain/monitor records and files; follow up on due dates; and perform other monitoring functions to ensure timely completion of work.
• Receive callers and handle incoming phone calls, directing them to the appropriate person within the department.
• Act as interdepartmental liaison relating to administrative/project support functions for the office and for compliance with City regulations and practices relating to those functions.
• Perform related duties, as assigned.

Senior Administrative Assistant

• Assist professional staff in performing and conducting studies, special projects and administrative functions; perform data collection and analysis; and prepare draft reports and technical documents.
• Perform a variety of highly responsible and confidential clerical, secretarial and administrative duties for an assigned department. Maintain appointment schedules and calendars; arrange meetings and conferences; coordinate and make travel arrangements.
• Establish and maintain systems related to the assigned technical areas of responsibility; monitor area activities and report progress, as required; and manage software programs.
• Interpret and explain City and department policies, rules and regulations in response to inquiries; and refer inquiries, as appropriate.
• Ensure areas of responsibility are in compliance with related laws, codes, ordinances, and legislation; and advise the staff of any irregularities in compliance.
• Review and verify documents related to department activities, including budgets, grants, claims, legislation, class specifications, general reports, and other related information.
• Perform accounting functions related to purchasing of supplies, equipment, and services; and process and evaluate bids for single items according to City purchasing policies, procedures, and limits.
• Perform related duties, as assigned.

QUALIFICATIONS:

Knowledge of:

Administrative Assistant I/II

• English usage, spelling, grammar, and punctuation, including proofreading and principles of business letter writing.
• Modern administrative practices, procedures, and office methods.
• Standard office technology and software, including the use of word processing, database, spreadsheet, and internet information applications.
• The organization, procedures, and operating details of the assigned City department.
• Principles and practices of effective customer service and professional communication.
• Filing and recordkeeping systems.

Senior Administrative Assistant - In addition to above duties

• Principles and practices of administration, including recordkeeping, and budget monitoring and control.
• Principles and practices of the technical area to which assigned including but not limited to, claims, legislation, budget, grants, personnel, contracts, and social services.
• Principles and practices of intermediate analytical research and project coordination.
• Pertinent local, state, and federal laws, codes, ordinances, and City functions, policies, rules, and regulations.
• Principles and practices of lead direction, training, and work coordination.
• Techniques and practices of effective interpersonal communication.

Ability to:

Administrative Assistant I/II

• Understand the organization and operations of the City and of outside agencies in order to assume assigned responsibilities.
• Communicate clearly and concisely, both orally and in writing.
• Understand and follow a variety of instructions in both oral and written form and with minimal supervision.
• Organize duties and determine priorities to meet assigned deadlines.
• Apply operating rules and procedures of the assigned department.
• Work cooperatively with other departments, outside agencies, and the public.
• Interpret and apply departmental/project policies, procedures, and rules.
• Establish and maintain financial records and make simple mathematical computations.
• Compile and maintain complex and extensive records and files.
• Type accurately at net 40 words per minute.
• Operate a variety of office machines and equipment.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Create and maintain basic spreadsheets and records.

Senior Administrative Assistant

• Review work documents, reports and special projects; identify and interpret technical and numerical information; and explain systems and procedures to staff and others.
• Perform responsible para-professional and technical level secretarial and administrative and/or program related duties in assistance to a City department.
• Perform independent research in carrying out technical administrative duties.
• Research, collect, compile, analyze, and present a variety of data in an understandable and meaningful way.
• Proactively manage assigned workflows and priorities, independently track deadlines and follow-up items, anticipate needs, and ensure tasks and commitments are completed accurately and on time.
• Develop and implement various data collection and reporting systems.
• Review budget submissions and revisions for mathematical and accounting accuracy.
• Manage and account for large amounts of cash and implement sound cash collection and handling measures.
• Solve complex problems.
• Understand, interpret, and explain policies, procedures, and regulations.
• Obtain information through interviews and deal firmly and courteously with the public.
• Effectively handle multiple assignments.
• Analyze situations quickly and objectively and determine proper course of action.
• Train and provide oversight to clerical staff, as assigned.
• Operate a personal computer with proficiency and familiarity, including proficiency with word processing, spreadsheet, and database programs.
• Type at a speed necessary for successful job performance.
• Maintain a high level of confidentiality related to a wide range of sensitive information routinely encountered as part of work assignment.
• Communicate clearly and concisely, both orally and in writing.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

EDUCATION AND EXPERIENCE:

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

Administrative Assistant I

Experience:

Three years of increasingly responsible clerical work.

Education:

The completion of the twelfth grade; supplemented education/training in business, office management, or related field is highly desirable.

Administrative Assistant II

Experience:

Four years of increasingly responsible administrative support experience, including independent responsibility for projects and coordination of tasks.

Education:

The completion of the twelfth grade supplemented education/training in business, office management, or related coursework; an Associate’s degree from an accredited college is highly desirable.

Senior Administrative Assistant

Experience:

Five years of increasingly responsible secretarial and administrative support or technical experience, preferably in the subject area to which assigned; one year of lead supervisory experience is highly desirable.

Education:

An Associate’s degree from an accredited college, with course work in public administration, business administration, accounting, statistics, or a related degree.

Licenses/Certifications/Other Requirements:

Possession of or ability to obtain and maintain a valid California driver's license, or the ability to use alternative transportation methods to perform the essential duties of the position. A valid California driver's license is required, or the ability to utilize an alternative method of transportation when needed to carry out job-related functions.

WORKING CONDITIONS:

Physical Demands:

Mobility: frequent use of keyboard; frequent walking, stooping, kneeling, crouching, reaching, pushing, and sitting; occasional climbing, bending, standing, and squatting.

Lifting: frequently up to 10 pounds; occasionally up to 40 pounds.

Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.

Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.

Hearing/Talking: frequent hearing and talking, in person and on the phone.

Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.

Environmental: frequent exposure to noise.

WORKING CONDITIONS:

Work is performed in a typical temperature-controlled office environment with typical office noise and activity. Depending on assignment, employees may occasionally work in other City facilities or outdoor environments and may be exposed to varying environmental conditions.

Positions may require occasional overtime, evening or weekend work and occasional travel depending on assignment.

These are Confidential positions.

RevisedJuly 2026

FLSA:Overtime Eligible

The City of Palmdale is noted for its highly skilled workforce, with a large concentration of aerospace firms located at Air Force Plant 42 and nearby Edwards Air Force Base. Its family-oriented and culturally enhancing venues, such as the Palmdale Playhouse, DryTown Water Park and Palmdale Amphitheater, make Palmdale "a place to call home." Palmdale is located approximately one hour north of Los Angeles off the Antelope Valley Freeway (SR-14). It encompasses 106.6 square miles and has a population of approximately 165,450. The City is served by several school districts and has a growing retail and commercial base. For more information, visit www.CityOfPalmdaleCA.gov.

BUSINESS HOURS: Normal operating hours are from 7:30 am to 6:00 pm Monday - Thursday. CLOSED on Friday.

UNION: The Teamsters Local 986 represents certain positions in the City's Public Works Maintenance Division and Parks and Recreation Department.

EXECUTIVE EMPLOYEES: Additional benefits apply to the positions of Deputy Director, Director, Deputy City Manager and Assistant City Manager. These are at-will positions and do not serve a probationary period.

EMPLOYMENT INFORMATION
APPLICATION MATERIALS must be submitted by the closing date listed in the job bulletin. Resumes cannot be accepted in lieu of a City online application.

RESIDENCE within the City is not required.

AN ELIGIBILITY LIST of the most qualified applicants will be compiled based on the results of the selection process. The list will remain in place for a period to be determined by Human Resources.

The benefits listed here apply to full-time positions, not to part-time employees unless described.

A PROBATION PERIOD of one year minimum applies to initial employment with the City.

VACATION, HOLIDAYS AND LEAVE: The City provides 15 paid holidays per year and 80 hours vacation (years one through four) with a maximum accrual of 240 hours. Exempt employees accrue 80 hours of administrative leave per year with a maximum accrual of 240 hours.

SICK LEAVE: Employees accrue 96 hours per year with a maximum accrual of 800 hours. P art-time employees shall accrue one (1) hour of Sick Leave for every 20 hours worked. Total accrued bank sick leave may not exceed 80 hours.

RETIREMENT: The City is a member of the California Public Employees' Retirement System (CalPERS). Full-time employees will be enrolled in either the New Member or Classic plan, as defined by CalPERS. New Members are enrolled in the 2% @ 62 formula and pay the full 7.75% employee contribution. Classic Members are enrolled in the 2% @ 60 formula and pay the full 7% employee contribution.

All other part-time employees are covered under the Public Agency Retirement Services (PARS).

WELLNESS PROGRAM: Employees may be reimbursed up to $500 per fiscal year for qualified wellness expenses.

DIRECT DEPOSIT: Direct Deposit is mandatory for all new employees.

INSURANCE: The City offers group health, dental/vision, long term and short term disability, and a $50,000 life insurance policy for full-time employees. The City contributes towards the employee's health insurance.

DEFERRED COMPENSATION: The City offers a Deferred Compensation Plan which enables full-time employees to contribute on a tax deferred basis. The City matches up to $200 per month.

BILINGUAL STIPEND: Eligible employees may receive bilingual pay.

OVERTIME COMPENSATION: Overtime is accrued at time-and-a-half for eligible employees for time physically worked in excess of the regular 40-hour work week.

PART-TIME EMPLOYEES: Part-time employees are reviewed for merit salary advancement but are not eligible for any other benefits listed.

MILEAGE PAY: Any employee may be reimbursed for work related mileage at a rate consistent with IRS guidelines when assigned to use their private vehicle on City business.

SOCIAL SECURITY: The City does not participate in Social Security and does not deduct Social Security payments from any employee's salary. The City deducts 1.45% of salary for Medicare and makes a 1.45% matching contribution.

*Benefits can change at any time.

Closing Date/Time: 9/15/2026 1:00 PM Pacific