Public Works​/Planning Administrative Assistant

Job Details:

Job Location:

Valley Center, CA 92082, Position Type:
Full Time, Education Level: High School, Salary Range: $20.00 - $22.00 Hourly,

Provides administrative and operational support to the Public Works and Planning Departments. The position assists with purchasing, accounts-payable documentation, work orders, resident-application follow-up, inspection scheduling, invoicing, departmental records, and GIS-related support. The incumbent manages multiple priorities, protects confidential information, maintains accurate records, and serves as a professional point of contact for Tribal community members, contractors, vendors, clients, and staff. Prior GIS experience is preferred but not required;

training will be provided on department-specific GIS systems, mapping functions, and processes.

• Financial and purchasing administration. Process departmental bills, invoices, check requests, and supporting documentation in Sage Intacct; resolve discrepancies and support timely vendor payments.
• Purchase orders and procurement. Create and track purchase orders and P.R. numbers; verify approvals, receipts, invoice matching, and account coding; maintain complete purchasing records.
• Job and work-order coordination. Set up jobs and work orders; track status, costs, deadlines, approvals, and closeout documents; follow up on missing information and prepare reports as requested.
• Records management. Maintain organized electronic and paper records for land, purchasing, work orders, inspections, resident applications, and other departmental activities in accordance with confidentiality and retention practices.
• Office and inventory tracking. Order and track approved office and operational supplies; verify receipts, reconcile packing slips, and maintain appropriate inventory levels.
• Scheduling and coordination. Schedule meetings, inspections, appointments, and site activities; prepare materials, document action items, and follow up on outstanding items.
• Planning and residency support. Explain established administrative steps for residency applications; track required documents and application status; route questions to appropriate staff without making eligibility or approval decisions.
• Inspection and billing support. Schedule inspections, compile documentation, assist with invoicing, track follow-up items, and maintain accurate service and communication records.
• GIS and mapping support. Assist staff with locating parcels and projects, researching property and infrastructure information, updating records, and basic mapping needs. Learn department-specific GIS systems and procedures through training and on-the-job experience.
• Customer and community service. Provide respectful service in person, by phone, and electronically; assist with de-escalating concerns and refer policy, technical, or safety matters to appropriate staff.
• Departmental support. Maintain calendars, prepare correspondence and forms, distribute documents, support meetings, and perform other related duties as assigned.
• Works under general direction and manages competing deadlines and priorities across both departments.
• Handles financial, vendor, land, resident, and project information accurately, confidentially, and with reliable follow-through.
• Does not approve expenditures, determine residency eligibility, interpret policy, or perform professional planning or engineering work unless separately authorized.
• Must be willing and able to learn GIS tools, parcel information, spatial data, and department-specific procedures through training.
• Ability to organize records, prioritize tasks, meet deadlines, work independently, and elevate exceptions appropriately.
• Ability to communicate professionally and respectfully with Tribal community members, coworkers, contractors, vendors, and clients, including during challenging interactions.
• Proficiency in accurate data entry, spreadsheet tracking, report preparation, electronic file management, and routine records research.
• Ability to protect confidential or sensitive information and maintain professional boundaries.
• Cultural awareness, patience, diplomacy, and commitment to serving the Tribal community with respect.
• Dependability, initiative, sound judgment, attention to detail, and consistent follow-through.

• High school diploma or general education (GED).
• Valid California Driver’s License