Malibu, City of (CA) is hiring: Administrative Assistant in Malibu Beach

Overview

DEFINITION

Under general supervision, provides varied office administrative and clerical support to management, professional, and supervisory staff; compiles, proofreads and prepares reports and correspondence; provides assistance for a wide variety of assignments related to the administration of budgets, contracts, and department services and programs; provides customer service to City staff and the general public; performs related duties as assigned.

Ideal Candidate

The City of Malibu is seeking a highly organized, detail-oriented, and Administrative Assistant to fill a vacancy in the City Clerk’s Office. The Administrative Assistant will provide comprehensive administrative support within a dynamic and fast-paced City Clerk’s Office.

This position plays a key role in managing daily operations, supporting the City Council and boards and commissions, coordinating schedules, and ensuring the smooth execution of administrative tasks and special projects. Must have strong organizational and time management skills, with the ability to manage multiple priorities independently.

The ideal candidate must demonstrate an understanding of municipal operations and public agency administration. This individual thrives in a fast-paced environment, handles sensitive information with discretion, and delivers exceptional customer service while supporting department goals and city-wide initiatives. Knowledge of applicable state laws, including the Public Records Act and Brown Act, is essential.

Representative Sample of Key Duties

• Coordinate and carry out administrative assignments and department-specific special projects
• Perform advanced-level clerical tasks including record keeping, data verification, and resolving discrepancies
• Assist with processing and responding to Public Records Act Requests, including locating records and coordinating with other departments
• Manage complex calendars and coordinate meetings involving City management, council, commissions, and outside agencies
• Provide support for City Council, commissions, or committees, including preparing agendas, minutes, and follow-up documentation
• Arrange in-person and virtual meetings, prepare meeting materials, and coordinate logistics
• Support budget tracking, processing invoices, bills, and financial documentation accurately
• Draft, edit, and proofread correspondence, reports, and specialized documents—often of a confidential nature
• Assist with research projects and prepare related reports, permits, or technical documentation
• Respond to public inquiries and provide information with professionalism, tact, and sound judgment
• Maintain organized, confidential files and records; purge and archive materials as needed
• Ensure compliance with City policies, safety standards, and department procedures

• Organizes and carries out administrative assignments and special projects related to assigned area of responsibility
• Performs a wide variety of advanced-level clerical work including maintaining accurate and detailed records, verifying accuracy of information, researching discrepancies, and recording information
• Maintains calendars and coordinates the schedules management staff with those of members of Boards and Commissions, other City management staff, representatives of other organizations, and the public; makes travel arrangements and schedules trainings as required
• Provides a variety of support to City commissions or committees; prepares and distributes agenda packets and reports; attends meetings and prepares minutes; follows up on decisions as required
• Arranges meetings by scheduling rooms or setting up virtual meeting platforms, notifying participants, and arranging for refreshments as appropriate; ensures information is compiled and duplicated; takes and prepares summary or action minutes of such meetings
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering, and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchase and maintenance, opening and distributing mail; attending meetings, and serving on various task forces and committees
• Processes bills and invoices for payment; prepares and transmits a variety of financial documents; assists in budget preparation and maintains records of purchase orders, expense statements and other fiscal transactions
• Receives and screens visitors and telephone calls; provides information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances
• Provides information to City staff, other organizations, and the public, requiring the use of judgment and the interpretation of 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, issue permits and perform other technical work related to the department to which assigned
• Prepares detailed and often confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling
• Prepares and updates a variety of periodic and special narrative, accounting, database, and statistical reports
• Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required
• 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, supplemented by college-level coursework or technical training in office management, business administration, or related field.

Experience: Three (3) years of responsible office administrative and/or clerical experience.

Licenses and Certifications: None.

Knowledge of

• Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions
• City-wide as well as departmental and divisional administrative procedures, practices, and principles
• Principles and practices of research, data collection, and report preparation
• Business letter writing and the standard format for reports and correspondence
• 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

Ability to

• Provide varied, confidential, and responsible clerical and office administrative work
• Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions
• Analyze and resolve office administrative and procedural concerns
• Perform research and prepare reports and recommendations
• Compose correspondence and reports independently or from brief instructions
• Establish and maintain records management system for the assigned department
• Make accurate arithmetic and statistical calculations
• Take a proactive approach to customer service issues
• Make process improvement changes to streamline procedures
• Take notes rapidly and accurately transcribe own notes
• Maintain a variety of filing, recordkeeping, and tracking systems
• 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