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Administrative Assistant

Under the direction of the Town Clerk, the Administrative Assistant performs a wide variety of administrative and clerical support for multiple Town departments, including Community Development, Public Works, and Engineering. Serving as the primary front-line contact at the Town of Loomis front desk, this position provides professional and courteous customer service to the public, Town staff, and outside agencies. Responsibilities include answering inquiries, processing permits and applications, maintaining records, performing routine office support functions, provide website maintenance and support and assisting with recurring customer service tasks to ensure efficient departmental operations. The role requires sound judgment in selecting appropriate procedures, conducting transactions with customers and the public, and resolving routine, and some non-routine, issues based on experience and established policies.

This is a full-time, non-exempt position.  The Town of Loomis offers an attractive compensation and benefits program. The current salary range for this position is $57,767.00 – $71,432.00 annually; placement within this range is dependent on qualifications and  experience.

The Citrus Heights Water District (CHWD) is hiring a Management Analyst/Senior Management Analyst in our Operations Department.  

THE POSITION

The individual hired into this role will provide professional and technical assistance in the development, administration, evaluation, and implementation of District programs; support policy and procedure formulation; conduct research and data analysis; monitor program operations; and prepare reports and provide recommendations. This position will also assist with budget preparation and analysis and perform a variety of complex analytical work to support organizational effectiveness, financial planning, and service delivery. 

Do you have exceptional customer services skills? Are you detail-orientated and organized? Are you looking for a job with growth and opportunity? If so, this position is perfect for you!

The Superior Court of California, County of Alameda is accepting applications for the position of Legal Processing Assistant - Probationary. Under general supervision, the Legal Processing Assistant Probationary receives, examines, prepares, files, processes and maintains a variety of legal documents; assists the public in person and over the telephone; verifies, enters, and retrieves information from automated and manual record keeping systems; and performs other related duties as assigned.

This is the entry-level class in the Legal Processing Assistant series. Assignments are rotated and employees must demonstrate proficiency in more than one activity (files, data input, public counter, new filings, etc.) of the court prior to progression to the next level of Legal Processing Assistant. Legal Processing Assistants are distinguished from courtroom clerks in that the latter perform clerical activities exclusively within a courtroom setting.

A new eligibility list will be established to fill Legal Processing Assistant – Probationary vacancies at various court locations. Legal Processing Assistants may be assigned or reassigned to various locations within the County and work between the hours of 8:00 a.m. to 6:00 p.m., as determined by the business needs of the Court.

TO VIEW JOB ANNOUNCEMENT, CLICK JOB ANNOUNCEMENT URL BELOW.

This position will provide a variety of clerical duties required to assist veterans and their dependents in determining, applying for, and maintaining eligibility for benefits. The incumbent provides clerical support to the Veterans’ Services Officer. This position is full-time, and is scheduled for forty (40) hours per week.  
 

The City of Livermore is currently conducting a recruitment to fill an Administrative Specialist I vacancy in the City Manager's Office.   If you would like to work for an amazing organization and you meet the requirements described, please submit your online application at www.livermoreca.gov/jobs by 5 p.m. on Wednesday, October 8, 2025. For additional information, please see the job announcement. 

This position plays a key role in supporting daily operations by providing a wide range of clerical and administrative services. The Administrative Specialist I handles a variety of tasks that are both routine and moderately complex, contributing to efficient office functions and excellent customer service. With training and experience, the role offers opportunities to take on more diverse assignments and exercise increasing independent judgment.

The duties for this position include, but are not limited to:

• Providing clerical and administrative support, including preparing correspondence, reports, and records.
• Delivering courteous and professional customer service to residents, staff, and outside agencies.
• Assisting with program coordination, special projects, contracts, and community outreach.
• Monitoring project deadlines, expenditures, and vendor agreements to ensure compliance.
• Supporting department events, meetings, and day-to-day office operations.

The City of Lincoln is hiring for the position of Account Clerk I/II/Senior within Utility Billing Division of the Finance and Administrative Services Department.  This position will work with residential and commercial customers to process new utility accounts, respond to inquiries and explain procedures, process payments regarding utility billing and business licenses; as well as, be assigned to assist in processing water refunds.

• Account Clerk I:  $3,551.85 - $4,759.82
• Account Clerk II: $3,915.91 - $5,247.70
• Senior Account Clerk: $4,317.29 - $5,785.58

DISTINGUISHING CHARACTERISTICS

Account Clerk I
The Account Clerk I is the entry-level classification in the Account Clerk series. Positions in this class typically require little or no directly related work experience. Incumbents work under immediate supervision while learning to perform routine accounting duties. As experience is gained and familiarity with departmental and City-wide procedures increases, incumbents work under general supervision and perform more varied tasks with increasing independence.

This classification is alternatively staffed with Account Clerk II, and incumbents may advance to the higher level upon gaining the required experience and demonstrating the necessary proficiency.

Account Clerk II
The Account Clerk II is the journey-level classification in the Account Clerk Series. Incumbents are expected to perform the full range of accounting support functions with minimal supervision, including complex and technical assignments that require a deeper understanding of accounting principles and procedures. This level is distinguished from Account Clerk I by the greater scope of duties, increased technical knowledge, and greater use of independent judgment in applying established procedures.

Senior Account Clerk
The Senior Account Clerk is the advanced journey-level classification in the Account Clerk series. Incumbents are distinguished from Account Clerk I and II by the higher degree of responsibility, independence, and complexity of work performed. Senior Account Clerks handle the most difficult and technical accounting support functions, interpret and apply policies to unique and complex situations, and often serve in a lead capacity by training, guiding, and reviewing the work of lower-level Account Clerks.

SUPERVISION RECEIVED/EXERCISED

The Account Clerk I receives general supervision from the Customer Service Supervisor, Accounting Manager, Finance Manager, or Director of Finance. Incumbents in this classification do not routinely exercise supervision.

The Account Clerk II receives general supervision from the Customer Service Supervisor, Accounting Manager, Finance Manager, or Director of Finance. May serve in a lead capacity by providing functional and technical guidance to other Account Clerks.

The Senior Account Clerk receives general supervision from the Customer Services Supervisor, Accounting Manager, Finance Manager, or Director of Finance. May serve in a lead capacity by providing functional and technical guidance to Account Clerks.

ESSENTIAL FUNCTIONS
Essential functions include but are not limited to the following:

Account Clerk I/II

• Prepares and maintains a wide variety of financial records and information; utilizes automated financial systems and various word processing and spreadsheet programs to enter, store, and retrieve information; researches and gathers information from multiple sources for the completion of forms and preparation of reports; provides information in person and over the phone to the public, other governmental agencies and City staff, requiring the use of judgment and interpretation of policies, rules, and procedures.
• Maintains accounting records; reconciles transactions; processes, enters, and verifies numerical or financial data related to area of assignment; handles payments at the counter and provides receipts; and performs a wide range of Account Clerk duties.
• Assists other accounting personnel in performing a wide variety of technical accounting duties in the preparation, maintenance and processing of accounting records and financial transactions including accounts payable, accounts receivable and utility billing.
• Processes City expenditures according to established policies and procedures; maintains vendor database and purchase order files; receives and verifies all invoices from vendors; responds to department and vendor questions and inquiries; researches and solves accounts payable issues.
• Processes and maintains customer utility billing for water, sewer and refuse for all residential and business/commercial customers; processes new customer applications for utility services; accepts payments for utility services, various licenses, permits and fees; explains utilities billing, business license procedures and other regulatory policies to customers; processes and updates billing charges to customer accounts; monitors and notifies customers of delinquent account status; research and solve billing inquiries and adjust accounts if necessary.
• Prepares periodic and special reports as required, performs special projects and studies; collects and compiles statistical and financial data for special reports.
• Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

Senior Account Clerk

• Prepares and leads the maintenance of a wide variety of complex financial records and information; utilizes and provides guidance in the use of automated financial systems and various word processing and spreadsheet programs to enter, store, and retrieve information; researches and gathers information from multiple sources for the completion of forms and preparation of reports; provides information in person and over the phone to the public, other governmental agencies and City staff, requiring judgment and interpretation of policies, rules, and procedures.
• Maintains accounting records; reconciles transactions; processes, enters, and verifies numerical or financial data related to area of assignment; handles payments at the counter and provides receipts; may serve in a lead capacity over staff performing the full range of Account Clerk duties.
• Prepares accounts payable batches for entry and revision; verifies accuracy and reconciles financial data to accounts payable statements; processes accounts payable disbursements; receives and inputs special accounts payable batches for manual checks as needed; responds to department and vendor inquiries; researches and resolves accounts payable issues.
• Receives and reviews invoice payments for accuracy, proper authorization, and account coding; reconciles payments with accounts payable invoices and research discrepancies; records accounts receivable transactions.
• Receives and processes general cash receipt payments, ensuring accuracy, proper documentation, and timely deposit.
• Serves in a lead capacity for processing and maintaining customer utility billing for water, sewer and refuse services for all residential and commercial customers; processes new customer applications for utility services; receives payments for utility services, licenses, permits, and fees; explains utility billing and regulatory policies to customers; updates billing charges to customer accounts; monitors and oversees the notification delinquent accounts; researches and resolves billing inquiries; and adjusts accounts as necessary.
• Prepares periodic and special reports as required; performs special projects and studies; gathers and compiles statistical and financial data for reporting purposes.
• Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, kneeling, squatting and stooping in the performance of daily activities. The position also requires repetitive hand movement, and fine coordination in data entry and preparing reports using a computer keyboard. Additionally, the position requires both near and far vision in reading written reports and work-related documents. Requires acute hearing and clear effective communication in person and over the phone. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required.

KNOWLEDGE/ABILITIES/SKILLS

The following are a representative sample of the KAS’s necessary to perform essential duties of the position. The level and scope of the knowledge and abilities listed below vary between the I and the II levels.

Knowledge of: Principles and practices of financial record keeping, bookkeeping and governmental and fund accounting; basic principles and practices of account payables and receivables; standard business arithmetic as applied to accounting technical support; methods and techniques of cash management; data entry, data base access and standard report generation; public relations techniques and procedures; basic principles of mathematics; applicable federal, state and local laws, codes and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices and equipment; modern office equipment including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling and grammar; occupational hazards and standard safety practices.

Ability to: Prepare, maintain and reconcile various complex financial, accounting, billing and statistical records; make arithmetic and statistical calculations quickly and accurately; implement, explain and apply applicable laws, codes and regulations; read, interpret and record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships and at the Senior level direct personnel.

Skill to: Operate standard office equipment including a computer and variety of word processing and software applications; operate automated billing and financial systems.

THE SELECTION PROCESS
The process may include an in-basket exercise, individual interviews, panel interviews and/or other related components.  Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to the process. The candidate selected for the position will be required to complete a background check including reference checks, fingerprint check, medical/drug-test evaluation and/or other related components.

Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities.  Please advise HR of any special needs a minimum of five days in advance of the selection process exam by calling (916) 434-3229. The City of Lincoln is an Equal Opportunity Employer.

The information contained herein is subject to change and does not constitute either an expressed or implied contract.

ADMINISTRATIVE AIDE- Full-Time and Full-Time Confidential

Regular Full-Time Employment Opportunities (1)

Regular Full-Time Confidential Employment Opportunities (1)

The position opens Thursday, September 25, 2025, and the final filing date is Thursday, October 9, 2025, at 5:00pm or after receiving 75 qualified applications, whichever is first.

Benefits:

• Retiree medical benefit
• California Public Employees' Retirement System (CalPERS) Pension
• Paid Holidays
• Paid Time Off (PTO) accruals
• Generous medical contribution towards medical, dental, and vision
• Potential hybrid schedule after probationary period
• Onsite gym (City Hall)

The City of Sunnyvale is accepting applications for Administrative Aide. Currently there are two vacancies in the Departments of Environmental Services and Public Works.

The Environmental Services Department has one Regular Full-Time Confidential employment opportunity. This vacancy has been designated as confidential and not represented by a bargaining unit. There is a 3.5% confidential premium for the Regular Full-Time Confidential employment opportunity.

The Public Works Department has one Regular Full-Time employment opportunity which is represented by the Sunnyvale Employees Association (SEA).

The list established from this recruitment may also be used to fill Full-Time Regular, and Full-Time Confidential Administrative Aide vacancies in other City Departments.  

The City of Sunnyvale provides an excellent benefits package. A complete application consists of a City application and responses to the supplemental questionnaire.  The position opens Thursday, September 25, 2025and final filing date is Thursday, October 9, 2025 5:00 PM or after receiving 75 qualified applicants, whichever is first. For complete information regarding this current opportunity, please visit: Sunnyvale.ca.gov and click on JOBS.

Salary: $45.37 - $57.91 Hourly

We have an amazing opportunity for an experienced, detail-oriented administrative professional to join our team as an Executive Assistant. In this essential role, you will serve as the primary contact and liaison for the City Manager’s Department, working under the general supervision of the Assistant City Manager. As our Executive Assistant, you will provide comprehensive administrative support including calendar management, budget administration, City event coordination, and public outreach initiatives. You will be responsible for managing a wide range of complex administrative duties with independence, initiative, and sound judgment, supporting staff and elected officials while maintaining confidentiality when required. 

Your diverse responsibilities will include coordinating City Manager and City Council activities, facilitating meeting logistics, handling departmental correspondence, and overseeing special projects such as SaratogaROCKS and Median Banner public outreach programs. You'll also coordinate City events including ribbon cuttings, Commissioner recognition events, and City Council Reorganization ceremonies. As a strong, organized, and focused administrator, you'll handle budget support tasks, process invoices and purchase orders, maintain office operations, and utilize computer systems and office equipment to ensure efficient departmental operations. 

Review the complete job description.

The City of Newark is seeking a Public Safety Clerk to join our Police Department.

Under the direction of the Police Records Supervisor, Public Safety Clerks perform a variety of administrative and data-driven tasks to support the processing and maintenance of Police Department reports, records, and files. Responsibilities include:

• Entering high volumes of data from police reports.

• Preparing statements, letters, petitions, and civil or criminal complaints using word processing software.

• Processing, indexing, and maintaining confidential law enforcement documents.

• Assisting the public in person and electronically by responding to requests for information.

• Collecting and invoicing fees for various services.

EXPERIENCE AND TRAINING

Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Education:

• Possession of a high school diploma or equivalent,

Experience:

• Two (2) years of administrative experience preparing, compiling, and distributing records, files, reports, or statistical information.
• Police records experience is desirable.

License and Certificate:

• Possession of a valid driver license and a satisfactory driving record throughout employment.
• California POST Records Course and California POST Public Records Act Course are desirable.

Midpen is seeking a bright and energetic self-starter with a passion for the outdoors and preserving open space to join our team as our next top-level Executive Assistant/Deputy District Clerk!  If you’re a seasoned administrative support professional with experience supporting executive management or a high-level official with a wide variety of complex, responsible, and confidential administrative tasks, including clerk’s office experience, then this is an excellent opportunity for your next career move! 

ABOUT MIDPEN

Midpen helps plants, animals and people thrive throughout the greater Santa Cruz Mountains region by preserving a greenbelt of more than 70,000 acres of public open space with more than 250 miles of trails in 27 extraordinary preserves, permanently protected for natural resource conservation and ecologically sensitive public enjoyment and education. Midpen is a public agency with a focused mission that guides our work, and where every employee makes an impact. If you are looking for an outstanding opportunity to contribute to the legacy of open space protection, natural resource restoration and outdoor recreation, working with an incredible team of like-minded colleagues, we invite you to apply for this position! At Midpen, we believe open space is for all. Our public lands are shared spaces provided for the community by the community. All people, regardless of background, deserve respect, dignity, safety, and a sense of belonging. Midpen welcomes all people to enjoy the public open space preserves we hold in trust, supporting the mental, physical, and social well-being of our region.

ABOUT THE POSITION

The Executive Assistant/Deputy District Clerk independently performs a full range of highly responsible, confidential, and complex administrative duties to a small team of Executives. Additionally, this classification supports the District Clerk in preparing and delivering the District Board agenda packets, meeting notices, resolutions, and related materials;  coordinating District election processes; provides administrative support maintaining the District’s records management system; attends Board and Committee meetings and facilitates streaming technology; and functions as the District Clerk in their absence. You will be part of a high-performing  and dynamic team.  They are a small, hardworking team, consistent work product, great attitude, and fantastic customer service for both external and internal customers who work directly to supports Midpen’s mission to protect and restore the natural environment and contributes to providing nature’s benefits to everyone.

THE IDEAL CANDIDATE

Highly qualified candidates have experience working in a fast-paced environment and have superb interpersonal, written, and verbal communication skills, meticulous attention to detail and outstanding follow through, excellent organizational skills, and the ability to meet critical deadlines.  Other central qualities, knowledge, and skills include:  

• A go-getter who has a strong desire to provide high quality executive-level support.
• Experience in core areas of the Clerk’s Office.
• Team oriented with exceptional collaboration skills.
• Ability to produce high quality work under pressure and strict deadlines.
• Demonstrated experience in keeping strict confidence and using the upmost discretion and professionalism.
• Demonstrated experience interacting and creating strong, positive relationships with various stakeholders, including staff, the public, and the Board of Directors.
• Demonstrated patience in all interactions and the ability to handle difficult situations and people in a diplomatic manner.
• Proficient in managing multiple executive calendars.
• The ability to understand and carry out complex oral and written instructions.
• Thorough knowledge and skill in utilizing a variety of technology.
• Ability to work evenings for board meetings/committee meetings, which will include taking minutes and public comment.
• Knowledge of the applicable federal, state, and local laws, rules, regulations, and ordinances relevant to this position of responsibility, including but not limited to laws regarding the Public Records Act, Brown Act, Political Reform Act, the Government Code, and Elections Code.
• Prior experience in the public sector is highly desired.

View the full Job Description on our website. 

WORK ENVIRONMENT

The Executive Assistant/Deputy District Clerk will be required to attend evening Board/Committee meetings. Meetings may be held in Los Altos or offsite.  This position is part of the General Manager’s office at Midpen’s office in Los Altos, California. Midpen offers a hybrid office/telecommute work environment for this position.

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: 

• Equivalent to the completion of the twelfth (12th) grade supplemented by two (2) years of college-level coursework in business or secretarial science and
• Three (3) years of responsible secretarial experience involving assisting executive management or a high-level officials with administrative duties.

LICENSES & CERTIFICATIONS REQUIRED

Possession of a valid California Driver’s License.

BENEFITS

Midpen provides an excellent benefits package including health, life & disability insurance as well as CalPERS pension. Please see the Benefits page on our website for details.

APPLICATION PROCESS

Apply online at: CalOpps.org  

Deadline to apply: October 12, 2025

Required application items*:

1. Fully completed CalOpps employment application 

2. Cover letter 

3. Resume 

4. Supplemental question responses

* applications without these required items will not be considered.

INTERVIEW SCHEDULE

(Dates are subject to change. We are unable to accommodate individual schedules.)

First Interview (virtual): October 23, 2025

Second Interview/Written Exercise (in person): November 6, 2025

Applicants with disabilities may request reasonable accommodation

by contacting the Human Resources department at

(650) 691-1200 or via email at hr@openspace.org.   

Put your passion for Open Space to work!