Administrative Assistant I/II

Job Description:

Administrative Assistant I/II

Description

Description/Special Instructions

The City of Elk Grove is now accepting applications for the position of

ADMINISTRATIVE ASSISTANT I/II

Administrative Assistant I: $53,089 - $71,158 annually

Administrative Assistant II: $58,666 - $78,633 annually

The ideal candidate for the Administrative Assistant I/II position is highly organized, detail-oriented, and experienced in a government or public agency environment. This role supports the administrative functions of the Public Works Department and requires the ability to manage multiple priorities with accuracy and professionalism.

Key responsibilities include coordinating and maintaining calendars, facilitating clear communication between City staff, consultants, and the public, and supporting administrative processes such as requisitions, invoices, task orders, and contract administration. Experience with budget tracking, expenditure monitoring, and financial reconciliation is highly desirable.

The ideal candidate is self-motivated, adaptable, and comfortable learning new systems and tools to enhance efficiency and reporting. Experience with data entry, analysis, and report or dashboard development is preferred.

Tentative Recruitment Timeline: (subject to change)

Filing Deadlin e: April 27 , 2026, at 11:59 pm
Oral Board Interviews: May 20, 2026 (Virtual)
Selection Interviews: May 28, 2026 (In Person)

The City offers a competitive salary and generous benefit package including CalPERS retirement benefits, a deferred compensation match and more.

Why work for the City of Elk Grove? Learn more here: Elk Grove Jobs .

COMMUNITY PROFILE

Elk Grove is a vibrant, family-friendly community of approximately 182,842 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

Representative Duties

DEFINITION

Under immediate to general supervision, performs routine to advanced administrative support work in support of assigned programs, division, or department; c oordinates assigned activities with other divisions, outside agencies, and the public; assists in the development of contracts, grants, and program deliverables; monitors budget expenditures; reviews and process invoices, payments, and refunds; prepares, track s , and maintain s vendor contracts; provides information and assistance to other City staff and the general public regarding assigned programs, policies, and procedures; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Administrative Assistant I) to general supervision (Administrative Assistant II) from assigned management or supervisor personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Administrative Assistant I : This is the entry level classification in the Administrative Assistant series . Initially under close supervision, incumbents learn and perform routine administrative and programmatic work i n an assigned program, division, or department. As experience is gained, assignments become more varied, complex, and difficult. Close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of positions at the II- level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Administrative Assistant II : This is the journey level classification in the Administrative Assistant series . Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Administrative Assistant class series are flexibly staffed and positions at the II-level are normally filled by advancement from the next lower level upon management approval, after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class , subject to budgetary funds .

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right 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.

Some duties, knowledge, skills, and abilities may be performed /e xercised in a learning capacity for entry-level (I -level ) positions.

• Receives and responds to requests for information, records, and documents; converts hardcopy records into digital formats; indexes digital records into an electronic records system; maintains electronic and hardcopy files; files and retrieves record copies; responds to public complaints.
  
• Participates in planning, coordinating, and implementing assigned programs, projects, and initiatives; participates in the development and implementation of program goals, objectives , policies, procedures, and priorities; participates in the development and implementation of strategies for the achievement of program goals; assists in monitoring assigned programs.
  
• Assists with the preparation and maintenance of department/division annual operating budget; records and monitors expenditures; keeps management informed on the status of budget line items throughout the fiscal year.
  
• Prepares, maintains , and verifies departmental accounting, financial, and grant records, ledgers, logs, and files; compiles, reviews, and records financial data to various departmental accounts; resolves discrepancies; establishes and maintains various files and records; reconcile s and process es department transactions; prepares financial reports for management.
  
• Receives new contracts, assists in preparation of contract development; reviews contract agreements for changes and forwards to management for approval.
  
• Provides assistance to management staff; participate s in and provide s staff support to a variety of committees and boards; prepares and presents reports and other correspondence as appropriate and necessary; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
  
• Assists in organization and coordination of department /division w orkflow ; makes recommendations to management on the same ; develops and revises office forms and report formats as required .
  
• Coordinates attendance for staff at required and elective training; register s staff for training and conference events; maintains training records and associate d training expenses.
  
• Coordinates travel for departmental personn el including flights, lodging, rental vehicles, and registrations; communicate s travel arrangements; maintains and records travel spending for area (s) of assign ment .
  
• Participate s in community outreach and/or special events for assigned department; assists in event planning and coordination; prepare materials or presentations.
  
• Research es and review s purchase requests for equipment and supplies; retrieves quotes or bids; documents inventory, purchases equipment and supplies and maintains equipment and supplies; verif ies purchase records are accurate and resolve discrepancies.
  
• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft, modified standard format, and brief verbal instructions; develops, revises, and maintains standardized and master documents; composes correspondence and other documents.
  
• May provide clerical/administrative support for Commission/Committee meetings.
  
• Performs related duties as assigned.
  

Qualifications

QUALIFICATIONS

Knowledge of:

• Basic techniques for administrative, financial, statistical, and comparative analyses.
  
• Customer service and public relations methods and techniques.
  
• Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.
  
• Methods and techniques of research and operational and administrative analysis.
  
• Organization and operation of municipal government.
  
• Pertinent federal, state, and local laws, codes, and regulations.
  
• Basic concepts for preparing and monitoring municipal budget s .
  
• Basic concepts of grant application and administration in a municipal setting .
  
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
  
• City and mandated safety rules, regulations, and protocols.
  
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
  
• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
  
• The structure and content of the English language at a level necessary to successfully perform the duties assigned .
  
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
  

Ability to:

• Plan and organize work to meet changing priorities and deadlines.
  

• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.
  
• Basic accounting and bookkeeping principles and practices.
  
• Prepare and proofread correspondence .
  
• U nderstand and carr y out verbal and written instructions.
  
• Work effectively in an environment with frequent interruptions and a high degree of public contact by phone or in person.
  
• Assist with the preparation and monitoring of departmental operational budgets and grants.
  
• Perform a full range of varied, complex, sensitive, and highly responsible office, administrative, secretarial, and routine programmatic support functions of assigned programs, division, and/or department with only occasional instruction or assistance .
  
• Prepare a variety of reports , charts, visual data representation, and other documents.
  
• Interpret and apply pertinent federal, state, and local laws, codes, regulations , and departmental policies and procedures.
  
• Develop and maintain recordkeeping systems .
  
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  

• Communicate clearly and concisely in the English language at a level necessary for successful job performance.
  

• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
  

• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.
  

• Establish, maintain , and foster positive and effective working relationships with those contacted in the course of work.
  

Education and Experience:

• Administrative Assistant I/II: Completion of the twelfth (12th) grade.
  

• Administrative Assistant I : One (1) year of experience performing administrative, clerical, and/or customer service support duties in a professional office environment.
  
• Administrative Assistant II : Two (2) years of increasingly responsible experience providing administrative support for budget, personnel, and program administration at a level comparable to the classification of Administrative Assistant I with the City of Elk Grove .
  

Licenses and Certifications:

• Some positions may require possession of, or ability to obtain by the time of appointment, an appr opriate , valid California driver’s license. This requirement may be waived for individuals who are unable to obtain a driver’s license due to a disability.
  

Retired Annuitants:
This is a regular full-time position. Retired Annuitants are not eligible for appointment to this position under Government Code Sections 7522.56, 21224, 21227, and 21229. Retired CalPERS members may apply only if they are planning to voluntarily reinstate from retirement.

Employment Sponsorship:
This position is not eligible for H-1B visa sponsorship or any other type of employment-based visa sponsorshi p.

Physical Demands and Work Environment

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer ; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required . Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment . Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds. Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

FLSA Status : Non-exempt.

The information listed above is subject to change and does not constitute either an expressed or implied contract. The City of Elk Grove is an equal opportunity employer and is committed to creating a work environment in which all individuals are treated with respect and professionalism. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Department at (916) 478-2230. City of Elk Grove participates in E-Verify to confirm the employment eligibility of all new hires.



Closing Date/Time: 4/27/2026 11:59 PM Pacific

Salary:

$53,089.00 - $78,633.00 Annually