Location
Description
The City of Thousand Oaks has an excellent opportunity! We are seeking an organized and detail-oriented Administrative Specialist to perform a wide range of office and administrative support functions. The ideal candidate will be a team player, a self-starter, and take a proactive and solution-oriented approach in support of day-to-day department operations.
We have an immediate opening for an Administrative Specialist position in the Public Works Department. This position, which requires strong customer service and multi-tasking skills, will work a 9/80 schedule.
Primary responsibilities:
- Performs a wide variety of complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and support functions
- Creates, formats, proofreads, and edits a variety of departmental documents and correspondence, such as reports, memoranda, letters, technical materials, agreements/contracts, change orders, task orders, and amendments
- Organizes and maintains accurate and up-to-date records and files in accordance with the City’s records management program
- Maintains calendars and meeting schedules, coordinates travel logistics, and processes and reconciles credit card transactions and expense reports
- Serves as liaison between the department and the public, City staff, other City agencies, and outside groups
- Maintains content on department webpage
- Participates in the collection, compilation, and analysis of information from various sources on a variety of topics, e.g., vendor quotes, certificates of insurance, etc.
- Provides general administrative and office support for the department, including processing invoices for payment, preparing pay requests, assisting with employee time-keeping submissions and records, handling petty cash, ordering office supplies, preparing meeting materials, room reservations, and set up as needed
- Communicates with and responds to customer questions and inquiries in person, via e-mail, telephone, and the City's web-based communication system
Ideal Candidate
The ideal candidate should possess:
- Preferred 3+ years of increasingly responsible clerical, office administrative or secretarial experience. Experience in a municipal government setting is desirable.
- Customer service experience; working with a high volume of calls and in-person interactions
- Ability to effectively manage multiple priorities; excellent time management and organizational skills
- Outstanding attention to detail and accuracy
- Ability to communicate clearly and concisely, both orally and in writing
- Excellent computer skills - including experience with Microsoft Office, Word, Excel, PowerPoint, Outlook, and internet navigation
- Ability to type, format, proofread, and revise staff reports, agreements, contracts, ordinances, resolutions, and other documents
- Ability to work effectively and collaboratively with people of all levels inside and outside of the organization
- Flexibility to constantly changing work demands and operations’ needs
- Ability to effectively respond to pressing deadlines
- A minimum of a High School diploma, or equivalent
- A valid Class C California driver’s license
CORE COMPETENCIES
- Strategic Thinker
- Results Oriented
- Customer- Focused
- Planner and Organizer
- Flexible / Adaptable
- Technically Knowledgeable
- Accountable
Benefits
The City of Thousand Oaks offers excellent benefits including:
Medical, Dental, Vision, Pension Retirement Plan, 401(a), Retirement Health Savings Plan, Tuition Reimbursement and more. Click here for more information.
Special Instructions
FILING DEADLINE: First review of candidates: Wednesday, September 10, 2025.
Applications and supplemental questions will be reviewed on an ongoing basis, and candidates are encouraged to apply by Wednesday, September 10, 2025. Please note, the recruitment may close without notice at any time after the first review date.
SUPPLEMENTAL QUESTIONNAIRE - Applicants are required to complete the Supplemental Questionnaire. This will be used throughout the process to assist in determining each applicant's qualifications for the position.
REASONABLE ACCOMMODATION - The City of Thousand Oaks makes reasonable accommodation for individuals with disabilities to participate in the selection process. If you wish to request accommodation in order to participate in the selection process, you must inform the Human Resources Department in writing no later than the final filing date. Applicants requesting an accommodation should document the request including the type and extent of accommodations requested to participate in the selection process and/or perform the duties of the job for which applied.
VETERAN'S PREFERENCE - In order to qualify for Veteran’s Preference a Form DD214, or other acceptable proof of service, must be submitted by the deadline date/time noted in the job announcement. Any veteran who has successfully completed all phases of a selection process for employment with the City shall be granted a final interview regardless of his or her ranking on the eligibility list, providing he/she meets the criteria for an eligible veteran.
The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.