City of Beaumont, Ca
Administrative Assistant I/II
City of Beaumont, Ca, Beaumont, California, United States, 92223
Salary :
$4,355.87 - $6,155.07 Monthly Location :
Beaumont, CA Job Type:
Full-Time Job Number:
26-19 Department:
Community Development Opening Date:
08/15/2025 Closing Date:
9/15/2025 5:00 PM Pacific Max Number of Applicants:
102
Summary Description *** Assigned to Community Development ***
***RECURITEMNT WILL CLOSE ON 09/15/2025 or when it reaches 100 applicants, whichever comes first***
Under the general supervision of the department director, performs a variety of routine to highly responsible clerical and administrative tasks. The incumbent will be assigned to a distinct department within the City to assist with a wide variety of departmental administrative functions.
DISTINGUISHING CHARACTERISTICS
Administrative Assistant I:
This is the entry-level class in the administrative support series. Positions at this level are not expected to function with the same amount of clerical knowledge or skill level as positions allocated to the Administrative Assistant II level, and exercise less independent discretion and judgement in matters related to work procedures and methods. Incumbents at this level perform secretarial and office administrative services for a designated department head, which may include the City Manager's office, City Clerk's office, Administrative Services, Community Services, Community Development, and Public Works. Depending on the area of assignment, responsibilities include learning City policies and procedures, and specific techniques related to the administrative functions of the assigned department or office.
As experience is gained, assignments become more diversified and performed under more general supervision. This class is distinguished from Administrative Assistant II in that the latter provides complex, confidential, and sensitive administrative secretarial assistance.
Incumbents appointed to the Administrative Assistant I (entry level) may reasonably expect to progress to the Administrative Assistant II upon attaining and demonstrating the full knowledge, skills, and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall remain at the department head's discretion.
Administrative Assistant II: This is the journey-level class in the administrative support series. Positions at this level are distinguished from the Administrative Assistant I by the performance of the full range of administrative/secretarial duties as assigned. Incumbents are expected to perform the more difficult and complex professional administrative support work as designated by management staff. Positions at this level are expected to exercise independent judgment in selecting approaches to work and are fully aware of the operating procedures and policies of the work unit.
Incumbents at this level perform complex secretarial and office administrative services for a designated department head, which may include the City Manager's office, City Clerk department, Administrative Services, Community Services, Community Development, and Public Works. Representative Duties
Perform a wide variety of administrative duties in support of a department director or staff. Make travel arrangements, maintain appointment schedules and calendars, and arrange meetings and conferences for the department head and department staff. Assist assigned department staff with data entry, research data, compile information to be used in special projects, and prepare statistical and narrative reports. Prepare and assemble reports, meeting agendas, publications, newsletters, and other materials and distribute as appropriate. Assist with the compilation and preparation of agenda items and agenda packets; attend meetings, as assigned, and transcribe minutes if assigned to the Office of the City Clerk. Open and sort mail for the assigned department Receive and screen visitors and telephone calls, providing factual information which may require the interpretation of policies and procedures; take messages and route technical questions to appropriate staff. Develop, maintain, and archive a variety of files and records, procedures, and resource materials for information related to a department; maintain manuals and update resource materials. Depending on the assigned department, may assist with the preparation and distribution of public notices. Digitize, index, and archive documents for easy retrieval. If assigned, respond to public records requests in compliance with local laws and policies. Track the department's office supply inventory and order materials as needed. Plan, direct, design, create, and edit a variety of documents, including detailed and often confidential correspondence, letters, forms, logs, spreadsheets, presentations, agendas, reports, memoranda, procedure manuals, draft regulations, memos, schedules, and event materials. Organize and maintain accurate and detailed databases, files, and records using Laserfiche, verify accuracy of the information and research discrepancies; ensure compliance with established records retention schedules; navigate software, such as Tyler Technologies and Energov, relevant to the assigned department Build and maintain positive working relationships with co-workers, other city employees, other agencies, and the public using principles of good customer service. Performs related clerical duties, as assigned.
Qualifications
Knowledge of: Advanced English usage, spelling, grammar, and punctuation. Local Government laws and regulations affecting city governance. Business correspondence writing and report preparation. Pertinent federal, state, and local laws, codes, and regulations. Functions and organization of municipal government. Modern office equipment, including applicable computer applications. Principles and procedures of record keeping and reporting Exceptional customer service.
Ability to: Build strong relationships with staff, elected officials, and the public to foster collaboration and trust. Perform responsible and difficult administrative support involving the use of independent judgment and personal initiative. Interpret and apply administrative and City policies, procedures, laws, and regulations. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Analyze situations carefully and adopt an effective course of action. Compile, prepare, and maintain routine reports. Maintain confidential data and information for executive staff. Serve as an integral team player, which involves flexibility, cooperation, and communication. Communicate clearly and concisely, both orally and in writing. Experience, Education and Licenses
Education and Experience Guidelines -
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training: Minimum eighteen (18) years of age. Must possess a high school diploma from an accredited high school or GED equivalent.
Equivalent to an Associate's degree is highly desired from an accredited college with major coursework in business administration, public administration, political science, finance, or a related field.
Experience: Administrative Assistant I: One (1) year of responsible secretarial or office administrative experience. •One year of administrative assistant experience in a municipal government agency is desirable.
Administrative Assistant II: Two (2) years of responsible clerical and administrative support experience.
License or Certificate: Must possess a valid California Class C Driver's License and maintain possession of such license during the course of employment. Possession of Certificate(s) relevant to the area of assignment is highly desirable.
Must have an acceptable driving record, be insurable at standard rates by City's insurance carrier, and maintain such insurability during the course of employment.
For assignments within the City Clerk's Office, possession of a Municipal City Clerk Certificate is highly desirable. For assignments in Community Development - Planning, building/permit certificates are highly desirable. Or candidates currently enrolled in coursework leading to certification will also be considered favorably. PHYSICAL, MENTAL, AND ENVIRONMENTAL REQUIREMENTS
:The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions: Must be found to be free from any physical, emotional or mental conditions, as determined by a qualified physician and/or psychologist, which with or without accommodation might affect the ability of the employee to perform essential job functions. The position may require prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. Additionally, the position requires grasping, repetitive hand movement, and fine coordination in retrieving and entering data using a computer keyboard. Near and far vision is required in order to read work related documents and use the computer. Acute hearing is required when providing phone and personal service. The position requires lifting, carrying, pushing, and/or pulling objects weighing up to 25 pounds. Incumbent must be willing to work shift work, including nights, weekends, and holidays.
This classification is not intended to be all-inclusive. An employee may be required to perform other reasonable duties as assigned by management. The City reserves the right, with the concurrence of the department head, to revise or change classification duties and responsibilities as the need arises and as consistent with the meet and confer process. The City of Beaumont offers a complete benefit package for full-time employees including CalPERS retirement, health care, dental coverage, vision care, life insurance, short term disability and life insurance. For more detailed information please visit our benefits page. 01
Do you currently have any building/permit certificates?
Yes No
02
Do you have at least one (1) year of responsible secretarial or office administrative experience?
Yes No
Required Question
$4,355.87 - $6,155.07 Monthly Location :
Beaumont, CA Job Type:
Full-Time Job Number:
26-19 Department:
Community Development Opening Date:
08/15/2025 Closing Date:
9/15/2025 5:00 PM Pacific Max Number of Applicants:
102
Summary Description *** Assigned to Community Development ***
***RECURITEMNT WILL CLOSE ON 09/15/2025 or when it reaches 100 applicants, whichever comes first***
Under the general supervision of the department director, performs a variety of routine to highly responsible clerical and administrative tasks. The incumbent will be assigned to a distinct department within the City to assist with a wide variety of departmental administrative functions.
DISTINGUISHING CHARACTERISTICS
Administrative Assistant I:
This is the entry-level class in the administrative support series. Positions at this level are not expected to function with the same amount of clerical knowledge or skill level as positions allocated to the Administrative Assistant II level, and exercise less independent discretion and judgement in matters related to work procedures and methods. Incumbents at this level perform secretarial and office administrative services for a designated department head, which may include the City Manager's office, City Clerk's office, Administrative Services, Community Services, Community Development, and Public Works. Depending on the area of assignment, responsibilities include learning City policies and procedures, and specific techniques related to the administrative functions of the assigned department or office.
As experience is gained, assignments become more diversified and performed under more general supervision. This class is distinguished from Administrative Assistant II in that the latter provides complex, confidential, and sensitive administrative secretarial assistance.
Incumbents appointed to the Administrative Assistant I (entry level) may reasonably expect to progress to the Administrative Assistant II upon attaining and demonstrating the full knowledge, skills, and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall remain at the department head's discretion.
Administrative Assistant II: This is the journey-level class in the administrative support series. Positions at this level are distinguished from the Administrative Assistant I by the performance of the full range of administrative/secretarial duties as assigned. Incumbents are expected to perform the more difficult and complex professional administrative support work as designated by management staff. Positions at this level are expected to exercise independent judgment in selecting approaches to work and are fully aware of the operating procedures and policies of the work unit.
Incumbents at this level perform complex secretarial and office administrative services for a designated department head, which may include the City Manager's office, City Clerk department, Administrative Services, Community Services, Community Development, and Public Works. Representative Duties
Perform a wide variety of administrative duties in support of a department director or staff. Make travel arrangements, maintain appointment schedules and calendars, and arrange meetings and conferences for the department head and department staff. Assist assigned department staff with data entry, research data, compile information to be used in special projects, and prepare statistical and narrative reports. Prepare and assemble reports, meeting agendas, publications, newsletters, and other materials and distribute as appropriate. Assist with the compilation and preparation of agenda items and agenda packets; attend meetings, as assigned, and transcribe minutes if assigned to the Office of the City Clerk. Open and sort mail for the assigned department Receive and screen visitors and telephone calls, providing factual information which may require the interpretation of policies and procedures; take messages and route technical questions to appropriate staff. Develop, maintain, and archive a variety of files and records, procedures, and resource materials for information related to a department; maintain manuals and update resource materials. Depending on the assigned department, may assist with the preparation and distribution of public notices. Digitize, index, and archive documents for easy retrieval. If assigned, respond to public records requests in compliance with local laws and policies. Track the department's office supply inventory and order materials as needed. Plan, direct, design, create, and edit a variety of documents, including detailed and often confidential correspondence, letters, forms, logs, spreadsheets, presentations, agendas, reports, memoranda, procedure manuals, draft regulations, memos, schedules, and event materials. Organize and maintain accurate and detailed databases, files, and records using Laserfiche, verify accuracy of the information and research discrepancies; ensure compliance with established records retention schedules; navigate software, such as Tyler Technologies and Energov, relevant to the assigned department Build and maintain positive working relationships with co-workers, other city employees, other agencies, and the public using principles of good customer service. Performs related clerical duties, as assigned.
Qualifications
Knowledge of: Advanced English usage, spelling, grammar, and punctuation. Local Government laws and regulations affecting city governance. Business correspondence writing and report preparation. Pertinent federal, state, and local laws, codes, and regulations. Functions and organization of municipal government. Modern office equipment, including applicable computer applications. Principles and procedures of record keeping and reporting Exceptional customer service.
Ability to: Build strong relationships with staff, elected officials, and the public to foster collaboration and trust. Perform responsible and difficult administrative support involving the use of independent judgment and personal initiative. Interpret and apply administrative and City policies, procedures, laws, and regulations. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Analyze situations carefully and adopt an effective course of action. Compile, prepare, and maintain routine reports. Maintain confidential data and information for executive staff. Serve as an integral team player, which involves flexibility, cooperation, and communication. Communicate clearly and concisely, both orally and in writing. Experience, Education and Licenses
Education and Experience Guidelines -
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training: Minimum eighteen (18) years of age. Must possess a high school diploma from an accredited high school or GED equivalent.
Equivalent to an Associate's degree is highly desired from an accredited college with major coursework in business administration, public administration, political science, finance, or a related field.
Experience: Administrative Assistant I: One (1) year of responsible secretarial or office administrative experience. •One year of administrative assistant experience in a municipal government agency is desirable.
Administrative Assistant II: Two (2) years of responsible clerical and administrative support experience.
License or Certificate: Must possess a valid California Class C Driver's License and maintain possession of such license during the course of employment. Possession of Certificate(s) relevant to the area of assignment is highly desirable.
Must have an acceptable driving record, be insurable at standard rates by City's insurance carrier, and maintain such insurability during the course of employment.
For assignments within the City Clerk's Office, possession of a Municipal City Clerk Certificate is highly desirable. For assignments in Community Development - Planning, building/permit certificates are highly desirable. Or candidates currently enrolled in coursework leading to certification will also be considered favorably. PHYSICAL, MENTAL, AND ENVIRONMENTAL REQUIREMENTS
:The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions: Must be found to be free from any physical, emotional or mental conditions, as determined by a qualified physician and/or psychologist, which with or without accommodation might affect the ability of the employee to perform essential job functions. The position may require prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. Additionally, the position requires grasping, repetitive hand movement, and fine coordination in retrieving and entering data using a computer keyboard. Near and far vision is required in order to read work related documents and use the computer. Acute hearing is required when providing phone and personal service. The position requires lifting, carrying, pushing, and/or pulling objects weighing up to 25 pounds. Incumbent must be willing to work shift work, including nights, weekends, and holidays.
This classification is not intended to be all-inclusive. An employee may be required to perform other reasonable duties as assigned by management. The City reserves the right, with the concurrence of the department head, to revise or change classification duties and responsibilities as the need arises and as consistent with the meet and confer process. The City of Beaumont offers a complete benefit package for full-time employees including CalPERS retirement, health care, dental coverage, vision care, life insurance, short term disability and life insurance. For more detailed information please visit our benefits page. 01
Do you currently have any building/permit certificates?
Yes No
02
Do you have at least one (1) year of responsible secretarial or office administrative experience?
Yes No
Required Question