Location
Description
Administrative Assistant II FY 25/26 $72,672 - $90,300
Administrative Assistant II FY 26/27 $74,856 - $93,012
Administrative Assistant II FY 27/28 $77,100 - $95,808
This is a full-time, 40 hours per week position working Monday, Tuesday, Thursday 8:00 AM to 5:00 PM, Wednesday 8:00 AM to 7:30 PM, and Friday 8:00 AM to 1:30 PM with occasional evening and weekend hours.
The Department
The Parks, Beaches and Recreation Department within the City of Pacifica works closely with the community providing programming to youth, seniors and all citizens. We strive to foster a collaborative and collegial atmosphere among staff while providing high quality programs, activities and events to the community and neighborhoods. We take pride in offering excellent community service while remaining adaptable and responsive to our residents' needs and expectations.
DEFINITION
Under immediate and general supervision, classes in this three level series provide a wide variety of responsible and complex administrative, secretarial and clerical duties for an assigned department and department head, to coordinate and participate in office functions in support of the department's goals and objectives; to provide information and assistance to employees and the public regarding departmental policies and procedures.
DISTINGUISHING CHARACTERISTICS
The emphasis of the Administrative Assistant series is on the accomplishment of general clerical and administrative support duties.
Administrative Assistant I
This is the entry level in the series. Employees perform routine duties under immediate supervision.
Administrative Assistant II
The is the journey level in the series. Employees perform both routine and more complex duties under general supervision.
SUPERVISION RECEIVED AND EXERCISED
Immediate supervision is provided to the Administrative Assistant I. General supervision provided to the Administrative II and III is provided by the department head of designee. The Administrative Assistant III may lead or supervise assigned staff.
ESSENTIAL FUNCTIONS - INCLUDE BUT ARE NOT LIMITED TO THE
FOLLOWING:
- Maintains a system of files and records.
- Composes correspondence and prepares reports independently or from oral instructions.
- Makes appointments and meets callers.
- Operates various office machines and equipment as required.
- Performs other duties as assigned.
- Invoice Entry.
In addition, the Administrative Assistant II performs the following duties:
- Plans, schedules and performs a wide variety of clerical and typing work related to the function to which assigned;
- Supplies information involving facts and interpretations.
- Compiles information for reports and transactions and assists in the consolidation and presentation of data.
- Prepares documents based on data obtained from records and other sources and processes them in accordance with prescribed procedures.
- Establishes and maintains systems to insure accountability and controls
- Facilitates special event and community meeting planning and facilitation
- Creates social media content and executive presentations utilizing design software
- Processes payroll and financial documents.
- Prepares detailed and complex reports.
- Conducts transactions with the public in matters requiring a detailed knowledge of rules, procedures, policies, precedents and activities.
- Coordinates on-boarding new staff
Ideal Candidate
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 II in our Parks, Beaches, and Recreation Department.
Join a dedicated team committed to serving and protecting the community while contributing your expertise to a dynamic and mission-driven environment.
QUALIFICATIONS:
Knowledge of:
- Modern office practices and procedures.
- Correct English usage, including spelling, grammar, and punctuation;
- Office software and computers
In addition, for the Administrative Assistant II
- Basic payroll procedures
- Basic accounting procedures
- Communications principles and practices
Skill/Ability to:
- Perform clerical work involving independent judgment, accuracy and speed.
- Type 50 words per minute.
- Perform basic mathematical calculations.
- Learn and interpret rules, regulations, laws and processes.
- Operate a variety of office machines, including computers and supporting word processing and spreadsheet applications and duplicating equipment.
- Establish and maintain effective relationships with others.
- Communicate effectively in person and on the telephone.
In addition, for the Administrative Assistant II
- Learn specialized computer programs.
- Plan and support various meetings
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge
and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Administrative Assistant II
Experience:
Two years of experience performing increasingly responsible clerical and administrative support duties
Training:
Equivalent to a graduation from high school.
ADDITIONAL INFORMATION:
Physical skills
Must possess mobility to use modern office equipment, including a computer; strength to lift and carry office supplies weighing up to 35 pounds, ability to read printed materials and a computer screen; hearing, and speech to communicate in person and over the telephone.
Work Environment
While performing the essential functions of this classification the employee will primarily work in an office environment. The employee must be able to complete specific administrative tasks while maintaining availability to the public for inquiries and adequate response to stressful situations.
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).
Training: The City will pay up to $2,000 per fiscal year toward the cost of books and tuition required as part of courses taken that are job-related.
Deferred Compensation: Employees may participate in a choice of three deferred compensation plans.
Union Membership: This position is represented by the Teamsters Local 856, Miscellaneous Unit.
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.
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.