Administrative Assistant III

If you are selected for interviews, they will take place in person on Thursday, April 9, 2026, so please hold that date.

Provides varied office administrative and secretarial support to an operational department director or Assistant Director and related management, professional and supervisory staff or to a City-wide functional office such as the City Manager or the City Clerk; performs technical support work related to the department to which assigned; may provide lead direction to a small office support staff.

Administrative Assistant III is the advanced journey-level in this professional support class series. This is an administrative office support classification, normally coordinating the office work of a department in addition to personally performing multiple secretarial duties to ensure the efficient customer service provision of the assigned department. Positions may also perform City-wide office administrative work for the City Council, the City Manager and associated administrative staff.

Responsibilities require the frequent use of tact, discretion and independent judgment as well as knowledge of departmental and City activities. The work may have technical aspects, requiring the interpretation and application of complex policies, procedures and regulations and may involve extensive public contact. The work normally involves regular interaction with government officials, City advisory bodies or commission members, representatives of business or community organizations, the public and all levels of City personnel to exchange information and explain administrative policies and procedures.

This class is distinguished from other office support classes by the nature, scope, complexity and diversity of responsibilities originating at a department head or City-wide level.

This classification receives general supervision from a senior management staff member. Specified positions may provide work direction, instruction and/or review to less experienced, part-time or volunteer staff on a project or day-to-day basis.

• Oversees and ensures that the office administrative functions of the department to which assigned are effectively carried out; recognizes and solves issues and problems in situations that may require the use of tact, independent judgment and skill in resolving conflicts.
• Maintains a calendar and coordinates the schedule of the departmental management staff, representatives of other organizations and the public; makes travel arrangements as required.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, processing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings and serving on various task forces and committees.
• May perform departmental fiscal tasks such as: processes bills and invoices for payment; prepares and transmits a variety of financial documents, including payroll; assists in budget preparation and administration and maintains records of purchase orders, payroll, expense statements and other fiscal transactions.
• Receives and screens visitors and telephone calls, providing a high level of customer service to both external and internal customers; provides information to City staff, other organizations and the public, requiring the use of judgment and the interpretation of complex policies, rules, procedures and ordinances.
• Performs project research and report preparation related to the activities of the department to which assigned; may prepare technical reports and perform other technical work related to the department to which assigned.
• Reviews reports prepared for the City Council and the City Manager; prepares Council agenda items; may coordinate the preparation and distribution of the Council agenda packet and minutes if assigned to the City Clerk's office.
• May serve as staff to, coordinate the activities of, and attend and record the minutes of the City Council, various commissions, boards and committees and/or interdepartmental or departmental meetings; follows-up on decisions as required; may serve on a variety of departmental or City-wide project teams or committees.
• Prepares detailed and confidential correspondence, reports, forms, invitations, graphic materials and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting and correct English usage, including grammar, punctuation and spelling.
• Organizes and maintains various administrative, confidential, reference and follow-up files; purges files as required; may assist in the maintenance of the official records of the City, including the City Code and receive official documents as…