Administrative Assistant

Administrative Assistant for Community Development and Public Works

The role of Administrative Assistant for Community Development and Public Works with the City of Grover Beach connects the City to the public. This administrative professional serves as a point of contact for local residents and may include front counter & reception duties.

The Community Development Department administers the city’s land use and building regulations through the implementation of the General Plan & Development Code. The department’s functions include Code Compliance, Housing, Planning & Economic Development. The Public Works Department is committed to the maintenance of City‑owned infrastructure in the public Right‑of‑Way, public easements, and on City‑owned land that enhances the quality of life for those who live, work, and play in Grover Beach.

This position supports both the Community Development Department and the Public Works Department.

• Invoicing
• Deposit Accounts / invoicing
• Fire Inspections Business Tax Certificates / Invoicing
• Reporting (Weekly, monthly, quarterly)
• Public Notices (administrative items)
• Updating CDD forms
• Phone calls/General info, website updates
• Filing & Scanning / Purging
• Order (office supplies, etc.)

• Corp Yard assistance
• Invoicing
• Orders (office and safety supplies)
• Admin support for the Corp Yard
• Filing & Scanning / Purging

Under general supervision, performs a variety of clerical and technical duties; provides customer services in person and by telephone; data entry related to assigned department; and performs other related duties as required.

The Administrative Assistant I is the entry‑level class in the Administrative Assistant series. This classification requires knowledge of basic clerical functions, computer skills, data and document processing, and customer service principles. Based upon department assignment, incumbents may be responsible for providing first line customer services, composing routine correspondence, filing, faxing, scanning, copying, distributing mail, monitoring and ordering office supplies, reviewing invoices, data entry and other duties as assigned.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Provide first line customer service to internal and external customers, greets, receives, screens and refers visitors and customers; operates a multi‑line telephone; assists customers at a public counter and/or by telephone; provides general information; responds to routine‑to‑moderately difficult inquiries, requests or complaints from customers and the public; refers complex inquiries, requests or complaints to appropriate staff.
• Composes routine correspondence and proofreads/edits documents; updates and maintains spreadsheets, databases, and reports. Tracks and logs data for the department, division, and or employees. Assists with reviewing invoices, purchase orders and requests for payments.
• Picks up, sorts, copies and distributes a variety of correspondence, deliveries, payments, and mail; opens, logs and routes office mail; stuffs, sorts and prepares outgoing mail and documents for pickup; retrieves, delivers and sends faxes.
• Creates and maintains filing and record systems with a variety of subject matter to provide easy access to records and information. Provides retention of records as needed and/or requested, and assists with records requests as needed.
• Maintains, monitors, and assists with supplies and inventories, which may include ordering, stocking, and distributing of supplies.
• Makes appointments and maintains/coordinates calendars and meetings.
• Establishes and maintains positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.
• Performs other duties as assigned.

• Education and Training: A high school diploma or equivalent.
• Experience:
  
  One year of responsible administrative, clerical, or customer service experience providing technical or operational support. Experience in a public agency setting is desirable.
• License/Certificate:
  Possession of, or ability to obtain, a valid Class C California driver's license prior to appointment.

• Market‑aligned salaries with regular performance‑based increases.
• Medical, dental, and vision coverage for you and your family.
• CalPERS pension enrollment and optional deferred compensation plans.
• Generous paid vacation, holiday schedules, and flexible work tracks.

• 3% Cost of Living Wage Increase will become effective July 1, 2026.
• This recruitment may be used to fill future vacancies in other city departments.