City of Santa Rosa, CA
Salary :
$71,324.00 - $86,499.00 Annually Location :
90 Santa Rosa Ave Santa Rosa, CA Job Type:
Full-Time Job Number:
25/26-24ASM-O Department:
Finance Opening Date:
09/10/2025 Closing Date:
9/24/2025 11:59 PM Pacific FLSA:
Non-Exempt Bargaining Unit:
04
The Position Take your career to the next level providing high-level administrative support to the City of Santa Rosa as an Administrative Secretary! The Benefits of City Employment:
In addition to offering a challenging, rewarding work environment and an excellent compensation, the City of Santa Rosa provides a generous suite of benefits. We offer retirement through CalPERS, your choice of Kaiser HMO or Anthem PPO, employer paid dental and vision, employer paid basic life insurance, option to enroll in deferred compensation, retiree health stipend, flexible and dependent care spending accounts. More information regarding benefits associated with this position can be found in the and on our
Additional Benefits Include: A 4.00% salary increase effective July 2026 12 paid holidays annually, plus 1 to 3 "floating holidays" per year depending on hire date and years of service $500 Annual wellness payment City of Santa Rosa is an eligible employer for the Public Service Loan Forgiveness Program Paid Family Leave About the Position: The eligible list from this recruitment may be used to fill current and future vacancies. Candidates interested in being considered for current and future vacancies, including internal employees seeking transfer or promotional opportunities, are strongly encouraged to apply. The Ideal Candidate:
The current vacancy is in the Finance Dept. The ideal candidate will be a self-motivated, results-oriented team player with strong editorial experience, a proactive approach to administrative tasks, and exceptional organizational and time management skills. Proficiency in Microsoft Office Suite and Adobe Professional (intermediate to expert level) is highly desirable.
In addition, the successful candidate will:
Provide skillful and professional administrative support to the respective department Director or designee Assist and support the Administrative Services Officer (ASO) with budget data entry Acts as the Recording Secretary for multiple Council Boards with Recording Secretary duties, including meeting coordination, meeting minutes, Legistar and web uploads, and other file management Process invoices, requisitions (non PSA) and requests for billing Process Department related citizen inquiries from the City Manager's Office, including Public Record Act requests Coordinate, Review, Upload and Monitor all City Council report items in Legistar Create personnel action forms, track evaluations, assist with recruitments and perform miscellaneous personnel tasks with the ASO Process training and travel requests including registration, reservations, forms, etc. Back up for other divisions within Finance Back up the Administrative Technician to support all duties within the Finance Admin Team Coordinates Record Retention Oversees Deferred Compensation with Payroll Maintains Office supplies and equipment Manages Website and INET updates Selection Process:
The selection process may include a minimum qualifications assessment, application and supplemental questionnaire scored review, and/or a skills exam. Hiring departments may conduct an initial interview and a final selection interview.
How to Apply:
Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Incomplete responses, or responses such as "See Resume" may result in disqualification from the selection process.
Additional Requirements:
Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.
For more information about this exciting opportunity, please contact Alberto Sanchez at asanchez@srcity.org
Examples of Duties and Responsibilities General Duties:
Administrative Secretaries provide advanced, senior-level administrative support to their assigned department, board, or commission. Responsibilities may include supervising other support service staff. Depending on the department and duties assigned, Administrative Secretaries may be assigned Confidential (not represented by an employee association or union) or Non-Confidential status. Typical duties include:
Preparing a wide variety of reports, letters, memoranda, statistical charts, and other materials Independently perform all of the office support work Research, compile and analyze data for special projects Participate and assist in preparing comprehensive reports and compiling budget requests Implement and assist in developing office procedures and policies
Required Qualifications Knowledge of: Principles of supervision and training; modern office procedures and practices; organization, procedures, and operating details of a department or division; correct punctuation, spelling, and grammatical usage; basic business arithmetic; modern office equipment, including computers and word processors; filing, indexing, and cross-referencing methods; financial record keeping and reference sources.
Ability to: Type at a speed of not less than 50 net words per minute; work under tight deadlines; learn department policies, procedures, organization, and operating details; understand the organization and operation of the City and of outside agencies; understand, interpret and apply a body of technical information beyond assigned department policies and procedures; comprehend and make inferences from written material; produce written documents using proper punctuation, grammar and spelling; plan and assign work and train other support services employees; communicate effectively both orally and in writing; communicate orally face to face and using a telephone; work cooperatively with other departments and outside agencies; may be required to take dictation at a speed of not less than 90 words per minute.
Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Sufficient experience performing responsible office support duties to demonstrate possession of the knowledge and abilities listed above, including one year of experience comparable to that of a Senior Administrative Assistant in the City of Santa Rosa. Education - Equivalent to completion of the twelfth grade. Completion of clerical or business training programs is highly desirable.
License or Certificate:
For some positions, individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Driver License, OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations in the City which may or may not be reachable by public transportation.
Additional Information Working conditions and physical job requirements are available on the
Santa Rosa - A Wonderful Place to Call Home: The City of Santa Rosa is located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa is the seat of Sonoma County and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California. The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a
Request for Reasonable Accommodation Form
within five (5) business days of being noticed that an event requiring accommodation is occurring. You may also contact the Human Resources Department at (707) 543-3060 or jobs@srcity.org. In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits.
This job classification is in Miscellaneous Unit 4, Support Services. Please click to be redirected to the City's benefits information page. 01
The purpose of this supplemental questionnaire is to gather information used to evaluate your qualifications for this position. For your application to receive further consideration, your responses must be supported by the information provided in the "Work History" section of your application. You must submit a complete application and provide clear, concise, and detailed responses to all supplemental questions by the final filing date and time. Responses such as "see resume" are not acceptable. Information included in resumes, cover letters, or other attachments will not be used to determine your eligibility and will not substitute for completing any part of the application-unless specifically requested as part of the application process. If you have not completed all required sections, please return to the application and do so before submitting. Do you understand and agree to this statement?
Yes No
02
Please describe your experience providing highly responsible administrative support in an office environment, detailing your experience: • Preparing reports • Coordinating in person, online, and/or hybrid meetings • Processing personnel actions, payroll, purchasing, accounts payable, and similar information 03
Explain a time when you were responsible for coordinating multiple departments or stakeholders to ensure the timely completion of a process (e.g., permits, applications, or similar items).Describe your role, how you communicated across departments, and how you ensured deadlines were met. 04
Please check the boxes which indicate your highest level of proficiency with each of the following software programs. A skills exam may be conducted during the initial interview process to validate proficiencies.
Microsoft Word (B) - I can enter and edit text into an existing document or template; create, save, print, and email a document; perform basic text formatting and use spell check. Microsoft Word (I) - I can create and save a new document or template, perform a basic mail merge, create/format headers and footers, and work with Styles. Microsoft Word (A) - I have experience performing complex merges from a variety of data sources into a document; perform object linking and embedding; insert graphic elements; create tables, labels, charts, etc.; and utilize macros and Visual Basic for Applications (VBA). Microsoft Excel (B) - I can open, close, print, and enter data into an existing spreadsheet. Microsoft Excel (I) - I can create, edit, and format Excel worksheets and workbooks; and use functions and formulas. Microsoft Excel (A) - I can utilize macros and Visual Basic for Applications, Solver, Scenarios, Pivot Tables, and Pivot Charts. Microsoft PowerPoint (B) - I can edit an existing presentation or create a basic presentation using an existing template. Microsoft PowerPoint (I) I can create a new presentation and add visual elements, apply textual formatting, and work with graphics and slide customization. Microsoft PowerPoint (A) - I can create an interactive presentation using animating text and objects; and have the ability to add, format, and modify pictures, charts, and tables. Microsoft Outlook (B) - I can compose and respond to email using various fonts, and can attach documents. Microsoft Outlook (I) - I use the Calendar to set appointments, events, and meetings; can edit existing distribution lists; use of Notes and Tasks; and create rules and alerts. Microsoft Outlook (A) - I can create distribution lists and use Outlook with other applications; and utilize macros and Visual Basic for Applications. I have experience using SharePoint. I have experience using ONESolution. I have experience using Legistar.
05
For each of the programs you checked above, please provide an example of the most complex way you have utilized the program. 06
This position requires serving as the Recording Secretary for multiple Council Boards, which includes coordinating meetings, preparing accurate and timely minutes, uploading documents to Legistar and the web, and managing official records.Please describe your experience performing similar duties. In your response, include specific examples of:• Coordinating and supporting public or formal meetings• Taking and transcribing meeting minutes• Using systems such as Legistar or similar agenda management platforms• Uploading documents to websites or content management systems• Managing official files or records in accordance with retention policies• Be sure to indicate the types of boards or committees you supported, the frequency of meetings, and your level of responsibility.If you have no experience type: N/A 07
Provide an example of a complex report, correspondence, or project you were responsible for preparing. How did you ensure accuracy and professionalism in the final product? 08
Describe your experience training, leading, coaching, and/or supervising employees, detailing: • The length of time you have worked in this capacity • The number and duties of staff under your purview • Your specific role and responsibilities Required Question
$71,324.00 - $86,499.00 Annually Location :
90 Santa Rosa Ave Santa Rosa, CA Job Type:
Full-Time Job Number:
25/26-24ASM-O Department:
Finance Opening Date:
09/10/2025 Closing Date:
9/24/2025 11:59 PM Pacific FLSA:
Non-Exempt Bargaining Unit:
04
The Position Take your career to the next level providing high-level administrative support to the City of Santa Rosa as an Administrative Secretary! The Benefits of City Employment:
In addition to offering a challenging, rewarding work environment and an excellent compensation, the City of Santa Rosa provides a generous suite of benefits. We offer retirement through CalPERS, your choice of Kaiser HMO or Anthem PPO, employer paid dental and vision, employer paid basic life insurance, option to enroll in deferred compensation, retiree health stipend, flexible and dependent care spending accounts. More information regarding benefits associated with this position can be found in the and on our
Additional Benefits Include: A 4.00% salary increase effective July 2026 12 paid holidays annually, plus 1 to 3 "floating holidays" per year depending on hire date and years of service $500 Annual wellness payment City of Santa Rosa is an eligible employer for the Public Service Loan Forgiveness Program Paid Family Leave About the Position: The eligible list from this recruitment may be used to fill current and future vacancies. Candidates interested in being considered for current and future vacancies, including internal employees seeking transfer or promotional opportunities, are strongly encouraged to apply. The Ideal Candidate:
The current vacancy is in the Finance Dept. The ideal candidate will be a self-motivated, results-oriented team player with strong editorial experience, a proactive approach to administrative tasks, and exceptional organizational and time management skills. Proficiency in Microsoft Office Suite and Adobe Professional (intermediate to expert level) is highly desirable.
In addition, the successful candidate will:
Provide skillful and professional administrative support to the respective department Director or designee Assist and support the Administrative Services Officer (ASO) with budget data entry Acts as the Recording Secretary for multiple Council Boards with Recording Secretary duties, including meeting coordination, meeting minutes, Legistar and web uploads, and other file management Process invoices, requisitions (non PSA) and requests for billing Process Department related citizen inquiries from the City Manager's Office, including Public Record Act requests Coordinate, Review, Upload and Monitor all City Council report items in Legistar Create personnel action forms, track evaluations, assist with recruitments and perform miscellaneous personnel tasks with the ASO Process training and travel requests including registration, reservations, forms, etc. Back up for other divisions within Finance Back up the Administrative Technician to support all duties within the Finance Admin Team Coordinates Record Retention Oversees Deferred Compensation with Payroll Maintains Office supplies and equipment Manages Website and INET updates Selection Process:
The selection process may include a minimum qualifications assessment, application and supplemental questionnaire scored review, and/or a skills exam. Hiring departments may conduct an initial interview and a final selection interview.
How to Apply:
Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Incomplete responses, or responses such as "See Resume" may result in disqualification from the selection process.
Additional Requirements:
Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.
For more information about this exciting opportunity, please contact Alberto Sanchez at asanchez@srcity.org
Examples of Duties and Responsibilities General Duties:
Administrative Secretaries provide advanced, senior-level administrative support to their assigned department, board, or commission. Responsibilities may include supervising other support service staff. Depending on the department and duties assigned, Administrative Secretaries may be assigned Confidential (not represented by an employee association or union) or Non-Confidential status. Typical duties include:
Preparing a wide variety of reports, letters, memoranda, statistical charts, and other materials Independently perform all of the office support work Research, compile and analyze data for special projects Participate and assist in preparing comprehensive reports and compiling budget requests Implement and assist in developing office procedures and policies
Required Qualifications Knowledge of: Principles of supervision and training; modern office procedures and practices; organization, procedures, and operating details of a department or division; correct punctuation, spelling, and grammatical usage; basic business arithmetic; modern office equipment, including computers and word processors; filing, indexing, and cross-referencing methods; financial record keeping and reference sources.
Ability to: Type at a speed of not less than 50 net words per minute; work under tight deadlines; learn department policies, procedures, organization, and operating details; understand the organization and operation of the City and of outside agencies; understand, interpret and apply a body of technical information beyond assigned department policies and procedures; comprehend and make inferences from written material; produce written documents using proper punctuation, grammar and spelling; plan and assign work and train other support services employees; communicate effectively both orally and in writing; communicate orally face to face and using a telephone; work cooperatively with other departments and outside agencies; may be required to take dictation at a speed of not less than 90 words per minute.
Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Sufficient experience performing responsible office support duties to demonstrate possession of the knowledge and abilities listed above, including one year of experience comparable to that of a Senior Administrative Assistant in the City of Santa Rosa. Education - Equivalent to completion of the twelfth grade. Completion of clerical or business training programs is highly desirable.
License or Certificate:
For some positions, individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Driver License, OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations in the City which may or may not be reachable by public transportation.
Additional Information Working conditions and physical job requirements are available on the
Santa Rosa - A Wonderful Place to Call Home: The City of Santa Rosa is located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa is the seat of Sonoma County and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California. The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a
Request for Reasonable Accommodation Form
within five (5) business days of being noticed that an event requiring accommodation is occurring. You may also contact the Human Resources Department at (707) 543-3060 or jobs@srcity.org. In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits.
This job classification is in Miscellaneous Unit 4, Support Services. Please click to be redirected to the City's benefits information page. 01
The purpose of this supplemental questionnaire is to gather information used to evaluate your qualifications for this position. For your application to receive further consideration, your responses must be supported by the information provided in the "Work History" section of your application. You must submit a complete application and provide clear, concise, and detailed responses to all supplemental questions by the final filing date and time. Responses such as "see resume" are not acceptable. Information included in resumes, cover letters, or other attachments will not be used to determine your eligibility and will not substitute for completing any part of the application-unless specifically requested as part of the application process. If you have not completed all required sections, please return to the application and do so before submitting. Do you understand and agree to this statement?
Yes No
02
Please describe your experience providing highly responsible administrative support in an office environment, detailing your experience: • Preparing reports • Coordinating in person, online, and/or hybrid meetings • Processing personnel actions, payroll, purchasing, accounts payable, and similar information 03
Explain a time when you were responsible for coordinating multiple departments or stakeholders to ensure the timely completion of a process (e.g., permits, applications, or similar items).Describe your role, how you communicated across departments, and how you ensured deadlines were met. 04
Please check the boxes which indicate your highest level of proficiency with each of the following software programs. A skills exam may be conducted during the initial interview process to validate proficiencies.
Microsoft Word (B) - I can enter and edit text into an existing document or template; create, save, print, and email a document; perform basic text formatting and use spell check. Microsoft Word (I) - I can create and save a new document or template, perform a basic mail merge, create/format headers and footers, and work with Styles. Microsoft Word (A) - I have experience performing complex merges from a variety of data sources into a document; perform object linking and embedding; insert graphic elements; create tables, labels, charts, etc.; and utilize macros and Visual Basic for Applications (VBA). Microsoft Excel (B) - I can open, close, print, and enter data into an existing spreadsheet. Microsoft Excel (I) - I can create, edit, and format Excel worksheets and workbooks; and use functions and formulas. Microsoft Excel (A) - I can utilize macros and Visual Basic for Applications, Solver, Scenarios, Pivot Tables, and Pivot Charts. Microsoft PowerPoint (B) - I can edit an existing presentation or create a basic presentation using an existing template. Microsoft PowerPoint (I) I can create a new presentation and add visual elements, apply textual formatting, and work with graphics and slide customization. Microsoft PowerPoint (A) - I can create an interactive presentation using animating text and objects; and have the ability to add, format, and modify pictures, charts, and tables. Microsoft Outlook (B) - I can compose and respond to email using various fonts, and can attach documents. Microsoft Outlook (I) - I use the Calendar to set appointments, events, and meetings; can edit existing distribution lists; use of Notes and Tasks; and create rules and alerts. Microsoft Outlook (A) - I can create distribution lists and use Outlook with other applications; and utilize macros and Visual Basic for Applications. I have experience using SharePoint. I have experience using ONESolution. I have experience using Legistar.
05
For each of the programs you checked above, please provide an example of the most complex way you have utilized the program. 06
This position requires serving as the Recording Secretary for multiple Council Boards, which includes coordinating meetings, preparing accurate and timely minutes, uploading documents to Legistar and the web, and managing official records.Please describe your experience performing similar duties. In your response, include specific examples of:• Coordinating and supporting public or formal meetings• Taking and transcribing meeting minutes• Using systems such as Legistar or similar agenda management platforms• Uploading documents to websites or content management systems• Managing official files or records in accordance with retention policies• Be sure to indicate the types of boards or committees you supported, the frequency of meetings, and your level of responsibility.If you have no experience type: N/A 07
Provide an example of a complex report, correspondence, or project you were responsible for preparing. How did you ensure accuracy and professionalism in the final product? 08
Describe your experience training, leading, coaching, and/or supervising employees, detailing: • The length of time you have worked in this capacity • The number and duties of staff under your purview • Your specific role and responsibilities Required Question