Administrative Secretary

This recruitment is being conducted to establish an eligibility list for future vacancies.

Are you a highly organized, resourceful professional who thrives in a fast-paced environment and wants to make a meaningful impact in public service?

The City of Benicia is seeking a skilled and proactive Administrative Secretary to support the Fire Department, providing essential administrative and operational support to department leadership and staff who serve and protect the community. From coordinating critical administrative functions and managing complex projects to supporting budgets, preparing reports, and ensuring effective communication, this position plays a vital role in keeping the department running efficiently.

The ideal candidate is detail-oriented, exercises sound judgment, handles sensitive information with discretion, and is committed to supporting the Fire Department’s mission of delivering responsive, professional, and effective service to the Benicia community.

• Application Review:
  Monday, November 16, 2026
• CPS Computer Test:
  Tuesday, December 1, 2026
• CPS Computer Test:
  Wednesday, December 2, 2026
• Oral Board:
  Thursday, December 10, 2026
• Department Interview:
  Thursday, December 17, 2026

These dates are subject to change; currently the test is scheduled for 2:00 PM.

To provide highly responsible secretarial support to a department head; to perform a variety of highly responsible administrative and secretarial duties of a routine analytical nature in support of a department; to provide complex clerical and administrative support duties for specific functional areas; and to perform a variety of technical tasks relative to assigned area of responsibility.

Duties may include, but are not limited to, the following:

• Perform a wide variety of complex, responsible, confidential clerical, secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support.
• Recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; and, recommend and implement office policies and procedures.
• Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; and, prepare various reports on operations and activities.
• Research, compile and analyze background data for executive management or City Council; perform administrative projects for management personnel; prepare independent draft reports and documentation; and, maintain records and files regarding department administrative activities.
• Provide follow up to assignments given to management and operations staff by executive or management staff; provide status reports to executive staff.
• Interpret and explain City and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department objectives.
• Coordinate the department-wide City Council and Commission agenda process; review staff reports for quality and completeness including spelling and grammatical errors; ensure related attachments and exhibits are included; and, coordinate agenda process with City Manager's office.
• Participate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures; and, track and reconcile bills; monitor grants including budget and compliance issues.
• Independently respond to letters and general correspondence not requiring the attention of executive personnel; review mail and evaluate mail to identify those items requiring priority attention.
• Receive and screen telephone calls including complaints, and provide assistance to callers and visitors using judgment as to those requiring priority attention; answer questions and provide information to the public; and, investigate complaints and recommend corrective action as necessary to resolve complaints.
• Coordinate and make travel arrangements; maintain appointment schedules and calendars; and, schedule, arrange, attend and/or assist with meetings, seminars and conferences.
• Provide secretarial/administrative support for assigned task forces, commissions, committees and boards including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
• May supervise assigned staff; plan, prioritize, assign, and review the work of…