Administrative Assistant

JOIN THE CITY OF ORANGE AS AN ADMINISTRATIVE ASSISTANT!

IMPORTANT INFORMATION

* There is currently one (1) vacancy in the Traffic Division of the Public Works Department. The eligibility list established through this recruitment may be used for future vacancies in other City departments.

To be considered for this opportunity, interested and qualified applicants must submit a complete online application no later than 11:59 p.m. on September 8, 2026. Qualified candidates will be invited to take a virtual written exam. Following the written exam will be a panel interview and department selection interview.

Recruitment Closes:
September 8, 2026

Written Exam:
September 11-14, 2026

Panel Interviews:
September 29, 2026

Department Selection Interviews:
Week of October 5, 2026

Under general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures, and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff;

provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and department programs; and performs related work as required.

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

• Provides administrative support to managers and departmental staff by assisting with duties of a complex nature, including preparing and editing agenda items for City Council, Commission, and/or Committee meetings; acts as a liaison between management and other staff or the public, coordinating resolutions when appropriate.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting and/or committee secretary including preparing agendas and informational packets, setting up the room, and taking and transcribing minutes for assigned boards and commissions.
• Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff with records management and in various research and department-related projects.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
• Prepares and processes reports, forms, and records, such as payroll, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, drafts of hearing notices, draft resolutions, notices of determination, and mailing lists for public hearing items.
• Assists customers at a public counter and over the telephone with general information and the scheduling of appointments.
• Screens calls, visitors, and incoming mail; receives and responds to calls received via the Mayor's Hotline; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines;
  
  responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate.
• Develops and implements file, index, tracking, and record keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and…