Location
Description
Job Title: Administrative Assistant III
Department: Pacifica Police Department
Employment Type: Full-Time, Benefitted
Salary Range: $6,998.00 - $8,696.00 monthly
Serve Your Community in a Key Administrative Role
Are you a skilled administrative professional seeking a rewarding opportunity in a vibrant coastal community? The City of Pacifica, located just south of San Francisco along the stunning California coastline, is excited to announce an opening for an Administrative Assistant III in our Police Department.
Join a dedicated team committed to serving and protecting the community while contributing your expertise to a dynamic and mission-driven environment.
THE DEPARTMENT
The Pacifica Police Department is responsible for all functions related to law enforcement and crime prevention and is made up of several divisions that carry out specialized duties to help the department perform as a cohesive whole. Staff includes thirty-eight (38) full-time positions consisting of the Police Chief, 2 Captains, 7 Sergeants, 6 Corporals, 17 Officers, a Records Supervisor, a 2 Records Clerks, an Evidence Technician, an .5 Property Clerk, 2 .5 grant-funded Community Service Officers and an Administrative Assistant.
Together, they come together to carry out the Police Department mission "…to protect and serve the members of our community with the highest level of commitment, ethics and professionalism.”
To learn more about the Pacifica Police Department, you are invited to visit their web site at www.pacificapolice.org.
THE POSITION
The current opening is for a full-time position and is under the direction of the Police Chief.
The Administrative Assistant III will provide a wide variety of responsible and complex administrative, secretarial and clerical duties requiring specialized knowledge and involving interpretation of broadly-defined policies and procedures; coordinate and participate in office functions in support of the department's goals and objectives; provide information and assistance to employees and the public regarding department policies and procedures.
The Ideal Candidate can handle a heavy workload that involves processing the payroll for departmental employees, compiling data for statistical reports, correctly compiling reports, composing routine correspondence, scheduling appointments and meetings, ordering supplies, setting up and maintaining files and other duties as needed.
KEY RESPONSIBILITIES
Duties may include, but are not limited to the following:
Manage communications with City employees, elected officials, Commissioners, local and county executives, community members, and civic groups.
Maintain and manage contracts and related documentation.
Lead or supervise assigned staff, providing direction and support.
Plan, organize, and conduct clerical operations efficiently.
Compose correspondence and prepare detailed reports independently or from oral instructions.
Maintain filing systems and records, ensuring accuracy and accessibility.
Operate various office machines and equipment, including computers, word processing, and spreadsheet applications.
Assist with invoice entry and processing.
Facilitate special events, community meetings, and executive presentations using design software and social media content creation.
Process payroll and financial documents as required.
Support the departmental welcome process for new hires and assist with their integration into team operations
Perform other duties as assigned.
Ideal Candidate
MINIMUM QUALIFICATIONS
Education: Equivalent to a high school diploma or GED.
Experience: Three (3) years of progressively responsible clerical and administrative support experience, including advanced administrative duties.
Knowledge of:
Modern office practices, procedures, and equipment.
Office management and supervisory principles.
Correct English usage, spelling, grammar, and punctuation.
Office software applications and specialized computer programs.
Skills and Abilities:
Demonstrated ability to exercise independent judgment while maintaining accuracy and efficiency in clerical tasks.
Strong interpersonal skills with the ability to establish and maintain effective working relationships with a diverse range of individuals.
Excellent verbal and written communication skills; able to communicate clearly in person, over the phone, and in written correspondence.
Proven ability to lead and supervise staff while managing office operations effectively.
Proficiency in Microsoft Word, Excel, and other Microsoft Office applications is highly desirable.
Ability to adapt effectively to multiple and changing priorities in a fast-paced environment.
Typing speed of 50 words per minute.
Ability to perform basic mathematical calculations accurately.
Capacity to learn and interpret rules, regulations, laws, and internal processes.
Willingness and ability to learn specialized computer programs related to departmental functions.
Benefits
The City's comprehensive benefits package includes:
Holidays: Thirteen (13) days per year.
Vacation: From 11 to 27 days per year, depending on length of service.
Sick leave: Accrual is one day per month, with no limit on accrual.
Retirement: The City contracts with CalPERS to provide a retirement plan that utilizes the formula of 2.5% @ 55 for "Classic members" or 2% @ 62 for "PEPRA members." Classic Members contribute 8% employee contribution plus 2.5% employer cost share for a total contribution of 10.5%. PEPRA members pay 6.75% employee contribution plus 2.5% employer cost share for a total contribution of 9.25%.
Insurance: The City provides its employees with a medical insurance allowance that allows employees to purchase medical insurance through either Teamsters Union #856 Health and Welfare or CalPERS medical benefits plan. Some plans require employee contributions. Employees with proof of qualifying health insurance coverage through another group health plan may qualify for a "Health In-Lieu Payment" when declining city coverage.
The City contributes toward a dental insurance plan and vision plan for employee and all eligible dependents.
The City pays premiums for:
- Life insurance premium in the amount of $30,000.
- Long term disability insurance (to begin sixty days after onset of non-work-related illness or injury).
Deferred Compensation Plan: Employees may participate in a pre-tax retirement savings plan.
Union Membership: This position is represented by Teamster Local #856 - Miscellaneous, and union membership is optional. Please refer to MOU for further benefit information.
Special Instructions
Application Process
Interested candidates must submit a completed online employment application in CalOpp.org. Resumes in lieu of a completed application will not be accepted. Applications can be obtained online at https://www.calopps.org/city-of-pacifica.
Examination and Selection Process
Applicants will be assessed on the application submitted. Applicants may be screened to the most qualified and invited to the next step in the recruitment process which may include panel interviews and a skills assessment. The following information is provided for you to use as a reference and as a planning tool. Human Resources is unable to schedule make-up examinations.
Background Check and Pre-Employment Requirements
Following the identification of a finalist, the selected candidate must successfully complete a comprehensive background check conducted by the City of Pacifica. This process includes, but is not limited to, a Department of Justice (DOJ) fingerprint scan. For positions within the Police Department, additional pre-employment requirements include an extensive background investigation, a polygraph examination, and a psychological evaluation.
Equal Employment Opportunity
The City of Pacifica is an Equal Opportunity Employer. We are committed to a workplace that embraces diversity and inclusion. All employment decisions - including recruitment, hiring, promotion, compensation, discipline, and termination - are based on individual qualifications, merit, performance, and organizational needs. We strive to create an inclusive and respectful environment where all employees and community members feel valued and supported.