City of Malibu, CA
Salary: $54,599.00 - $71,240.00 Annually
Location : Malibu City Hall, CA
Job Type: Full-Time
Job Number: 202500056
Department: Community Development Department
Opening Date: 08/12/2025
Closing Date: 9/14/2025 11:59 PM Pacific
Description
DEFINITION
Under immediate supervision, provides a variety of office support activities to the Community Development Department, which may include data entry, office organization, telephone and counter reception, payment processing, record keeping, assisting the public by answering questions via phone, email, and in-person, providing information, and directing inquiries to appropriate staff as necessary; performing office filing and assisting with records management functions; maintaining filing system, contacts database, employee lists, and inventories; providing typing, proofreading, and editing of a variety of documents and reports including preparing letters, memorandums, and email responses; generating and maintaining a variety of technical reports, spreadsheets, and databases using multiple computer applications and software including Microsoft Office Suite; developing correspondence, meeting minutes, forms, reports and other materials; scanning and indexing documents for electronic storage; performing related work as required.
IDEAL CANDIDATE
The City of Malibu is seeking a highly motivated and detail-oriented Office Assistant to join our Community Development Department. The ideal candidate will serve as the first point of contact for internal and external stakeholders, providing excellent customer service while managing a variety of administrative and clerical duties. Must exercise good judgment, maintain confidentiality, and have the ability to gain a thorough understanding of City policies and procedures.
This role is essential in providing professional and courteous administrative support to city staff and the public. The successful candidate will be the first point of contact for many city-related services and inquiries and will play a vital role in the smooth day-to-day operation of the office.
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.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
Equivalent to completion of the twelfth (12th) grade.
Experience:
One (1) year of clerical experience.
Licenses and Certifications:
Knowledge of:
Having trouble logging in? Contact the NEOGOV Applicant Support Hotline Toll Free at (855) 524-5627.
Need an Accommodation? If you have questions or need special accommodation with the recruitment process, please contact Human Resources at (310) 456-2489 ext. 488. The City of Malibu is an equal opportunity employer.
Paid Holidays: 9 paid holidays plus paid Winter Break (December 24 - January 1).
Malibu City Hall is closed on the following holidays:
Vacation Leave:
1-5 years: 96 hours per year.
6-10 years: 120 hours per year.
11 years or more: 160 hours per year.
Sick Leave: 96 hours per year.
Vacation and sick leave cash-out provision. A portion of vacation leave can be cashed out at the applicable accrual year for qualifying employees. A portion of sick leave can be cashed out at the applicable accrual year for qualifying employees.
The City participates in the Public Employees' Retirement System (PERS). New members to CalPERS, new PEPRA formula 2% at 62, three-year average, 8.25% member contribution; classic CalPERS members 2% at 55, one-year average, the City pays the member contribution for classic CalPERS members. The City does not contribute to Social Security.
Health, Dental, Long Term/Short Term Disability, Life and Vision Insurance are all covered.
Health Insurance: A selection of health plans is available from CalPERS. The City will provide 100% paid premiums-coverage for employee and dependents up to the PERS Platinum PPO health plan level. Dental and Vision: 100% paid premiums-coverage for employee and dependents.
A voluntary 457 Deferred Compensation Plan is available for employee participation. The City will match up to $50.00 per pay period of a contribution to our 457 Deferred Compensation Plan.
The City offers an Alternative Work Schedule (9/80). Subject to the discretion of management.
Employee Assistance Program; Tuition Reimbursement ($2,500 per fiscal year).
Employees have the option to sign up with the Ventura County Credit Union.
This position is 100% in-person at Malibu City Hall and is not eligible for hybrid remote work.
New hire and promotional appointments shall be subject to a probationary period of not less than six months.
Federal law requires mandatory contribution for each employee of 1.45%.
In compliance with the Immigration & Control Act of 1986, all new employees must verify identity and entitlement to work in the United States by providing required documentation.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THE BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
THE CITY OF MALIBU IS AN EQUAL OPPORTUNITY EMPLOYER.
01
The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.
02
Which statement below best describes the highest level of education you have completed?
03
Which of the following describes your highest level of Microsoft office (Microsoft word, Excel, Powerpoint) proficiency?
04
Are you able to work a flexible work schedule that includes nights, weekends, holidays, and includes varying shifts?
Required Question
Location : Malibu City Hall, CA
Job Type: Full-Time
Job Number: 202500056
Department: Community Development Department
Opening Date: 08/12/2025
Closing Date: 9/14/2025 11:59 PM Pacific
Description
DEFINITION
Under immediate supervision, provides a variety of office support activities to the Community Development Department, which may include data entry, office organization, telephone and counter reception, payment processing, record keeping, assisting the public by answering questions via phone, email, and in-person, providing information, and directing inquiries to appropriate staff as necessary; performing office filing and assisting with records management functions; maintaining filing system, contacts database, employee lists, and inventories; providing typing, proofreading, and editing of a variety of documents and reports including preparing letters, memorandums, and email responses; generating and maintaining a variety of technical reports, spreadsheets, and databases using multiple computer applications and software including Microsoft Office Suite; developing correspondence, meeting minutes, forms, reports and other materials; scanning and indexing documents for electronic storage; performing related work as required.
IDEAL CANDIDATE
The City of Malibu is seeking a highly motivated and detail-oriented Office Assistant to join our Community Development Department. The ideal candidate will serve as the first point of contact for internal and external stakeholders, providing excellent customer service while managing a variety of administrative and clerical duties. Must exercise good judgment, maintain confidentiality, and have the ability to gain a thorough understanding of City policies and procedures.
This role is essential in providing professional and courteous administrative support to city staff and the public. The successful candidate will be the first point of contact for many city-related services and inquiries and will play a vital role in the smooth day-to-day operation of the office.
- Experience working in a government or public-facing environment, familiarity with municipal operations, procedures, or data systems,
- A team player who takes initiative and is willing to help others,
- Discreet, professional, and able to handle confidential information responsibly,
- Comfortable using standard office equipment and willing to learn new systems.
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.
- Receives and screens visitors and telephone calls; takes messages, directs visitors and callers to the appropriate office or person; provides information to City staff, other organizations, and the public regarding City and departmental activities and functions, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances.
- Organizes and maintains various administrative, confidential, reference, and follow-up files, following an established filing system; researches and compiles information from such files and purges files as required; conducts data entry.
- Attends to a variety of office administrative details such as opening and distributing mail, preparing outgoing mail, transmitting information, arranging for equipment maintenance, maintaining supplies and tickler files, maintaining appropriate records, and making copies.
- Prepares correspondence, reports, forms, receipts, notices, vouchers, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, or computer with form templates.
- Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.
- May collect and account for fees and other monies collected and reconcile cash and credit card transactions.
- Observes and complies with all City and mandated safety rules, regulations, and protocols.
- Performs related duties as required.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
Equivalent to completion of the twelfth (12th) grade.
Experience:
One (1) year of clerical experience.
Licenses and Certifications:
- None required.
Knowledge of:
- Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
- Standard office administrative and secretarial practices and procedures, including the use of standard office equipment.
- Records management principles and practices.
- Business arithmetic and basic statistical techniques.
- Appropriate reception and telephone etiquette.
- Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
- 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.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
- Provide varied and responsible secretarial and office administrative work.
- Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions.
- Establish and maintain records for the assigned department.
- Make accurate arithmetic and basic statistical calculations.
- Recommend process improvement changes to streamline procedures and implement upon approval.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
- Prepare clear and concise reports, correspondence, documentation, and other written materials.
- Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
- Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Having trouble logging in? Contact the NEOGOV Applicant Support Hotline Toll Free at (855) 524-5627.
Need an Accommodation? If you have questions or need special accommodation with the recruitment process, please contact Human Resources at (310) 456-2489 ext. 488. The City of Malibu is an equal opportunity employer.
Paid Holidays: 9 paid holidays plus paid Winter Break (December 24 - January 1).
Malibu City Hall is closed on the following holidays:
- Martin Luther King Jr. Day (third Monday in January)
- Presidents Day (third Monday in February)
- Memorial Day (last Monday in May)
- Juneteenth (June 19)
- Independence Day (July 4)
- Labor Day (first Monday in September)
- Veterans Day (November 11)
- Thanksgiving Day (fourth Thursday in November)
- The Friday following Thanksgiving Day
- Winter Break (December 24 - January 1)
Vacation Leave:
1-5 years: 96 hours per year.
6-10 years: 120 hours per year.
11 years or more: 160 hours per year.
Sick Leave: 96 hours per year.
Vacation and sick leave cash-out provision. A portion of vacation leave can be cashed out at the applicable accrual year for qualifying employees. A portion of sick leave can be cashed out at the applicable accrual year for qualifying employees.
The City participates in the Public Employees' Retirement System (PERS). New members to CalPERS, new PEPRA formula 2% at 62, three-year average, 8.25% member contribution; classic CalPERS members 2% at 55, one-year average, the City pays the member contribution for classic CalPERS members. The City does not contribute to Social Security.
Health, Dental, Long Term/Short Term Disability, Life and Vision Insurance are all covered.
Health Insurance: A selection of health plans is available from CalPERS. The City will provide 100% paid premiums-coverage for employee and dependents up to the PERS Platinum PPO health plan level. Dental and Vision: 100% paid premiums-coverage for employee and dependents.
A voluntary 457 Deferred Compensation Plan is available for employee participation. The City will match up to $50.00 per pay period of a contribution to our 457 Deferred Compensation Plan.
The City offers an Alternative Work Schedule (9/80). Subject to the discretion of management.
Employee Assistance Program; Tuition Reimbursement ($2,500 per fiscal year).
Employees have the option to sign up with the Ventura County Credit Union.
This position is 100% in-person at Malibu City Hall and is not eligible for hybrid remote work.
New hire and promotional appointments shall be subject to a probationary period of not less than six months.
Federal law requires mandatory contribution for each employee of 1.45%.
In compliance with the Immigration & Control Act of 1986, all new employees must verify identity and entitlement to work in the United States by providing required documentation.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THE BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
THE CITY OF MALIBU IS AN EQUAL OPPORTUNITY EMPLOYER.
01
The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.
- Yes, I understand and agree
- No, I do not agree
02
Which statement below best describes the highest level of education you have completed?
- High school graduate, diploma or the equivalent (GED)
- Associate degree
- Bachelor's degree
- Master's degree
- Professional degree
- Doctorate degree
03
Which of the following describes your highest level of Microsoft office (Microsoft word, Excel, Powerpoint) proficiency?
- I do not have enough skills to meet the definition of Basic level below.
- Basic
- Intermediate
- Advanced
04
Are you able to work a flexible work schedule that includes nights, weekends, holidays, and includes varying shifts?
- Yes
- No
Required Question