Administrative Assistant - Fixed Term

Summary/Class Characteristics

Administrative Assistant (Confidential) - Fixed Term

The City is currently recruiting for an Administrative Assistant to fill one (1) vacancy in the Human Resources Department. This recruitment will remain open until filled and may close at any time. Interested applicants are encouraged to apply early for first consideration.

Please note these positions are full time and fully benefited for a term of 2 years. The Human Resources Department works out of City Hall and will be assigned to a 4/10 schedule with every Friday off.

SALARY AND BENEFITS PACKAGE

• SALARY: $60,299.20 - 73,320.00 (+3% COLA in July 2025)
• FOR YOUR HEALTH AND WELL BEING:
  • MEDICAL INSURANCE: Choice of a variety of CalPERS Health Plans. City pays ~95% of the Bay Area Kaiser premium for employee & eligible dependents; or alternative option to receive Medical Cash Back (if you have medical coverage elsewhere). Please see the 2025 Health Plan Contribution Memo.
  • DENTAL & VISION INSURANCE: Coverage for employees & eligible family members, paid for by the City.
  • LIFE INSURANCE: Competitive life insurance & Long-Term Disability benefits. Option to purchase additional life insurance.
  • EMPLOYEE ASSISTANCE PROGRAM: Support and benefits, for you & eligible family members, paid for by the City.
  • WELLNESS BENEFIT: $500 annual allowance (subject to the annual budget approval process and may change in the future)
• FOR YOUR FINANCIAL FUTURE:
  • CALPERS RETIREMENT PACKAGE
    • 2% at 60 for Classic CalPERS members
    • 2% at 62 for PEPRA CalPERS members
  • DEFERRED COMPENSATION PLAN: voluntary participation in your choice of three plan offerings.
• FOR YOUR WORK / LIFE BALANCE (annual amounts):
  • Vacation: 80 Hours, increasing with years of service
  • Sick Leave: 96 hours
  • Holidays: 12 fixed days
  • Personal Leave: 8 hours
• Other Benefits:
  • 4/10 Work Schedule Monday-Thursday
  • Paid Parental Leave - up to 8 weeks of paid time for qualifying family bonding
  • Public Service Loan Forgiveness Program Employer

For more information regarding the benefits associated with this position, please visit our website and look at the Unit 1 Memorandum of Understanding and Employee Benefits.

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A City that Works for Everyone

Our City has an enormous amount of civic pride which celebrates multiple approaches and points of view. When we say we are a City that Works for Everyone we mean everyone. To do that well, we’re creating a workforce that is inclusive and listens to the multitude of voices and views of our employees. Diversity is an integral part of our organizational identity. Inclusion is the way we treat and perceive our differences. Equity is treating all our employees fairly and acknowledging that everyone has value. This drives our innovation, motivation and connects us even closer to our community.

Summary

Provide varied secretarial and office administrative assistance to the assigned department and associated supervisory and professional staff.

Class Characteristics

General supervision is provided by a higher level supervisor or manager; responsibilities may include the indirect supervision of support staff.

This class is distinguished from other City office support classes in that the Administrative Assistant provides secretarial and office administrative services for the designated division head and related supervisory or professional staff. General guidelines for action are normally established by the unit manager; however, day-to-day activities may require the use of ini tiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of City staff and represen tatives of the public. This class is distinguished from Senior Administrative Assistant in that the latter provides complex and sensitive secretarial assistance to a department director and associated managerial and professional staff.

Duties

The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands.

Receive and screen visitors and telephone calls, assist the public in completing and filing applications and other forms, and provide factual information which may require the interpretation of policies and procedures; take messages or refer the caller to the proper person.

Research and compile a variety of informational materials from sources both inside and outside of the office; open and sort mail and attach pertinent back-up materials.

Type and draft a wide variety of finished documents using a computer; initiate specified correspondence independently for signature by appropriate management, supervisory, or professional staff; review finished materials for completeness, accuracy, format, and compliance with policies and pro cedures, and appropriate English usage.

Organize and maintain various office files; follow up on projects, transmit information, and keep informed of unit activities; schedule and arrange for meetings; organize own work, set priorities and meet critical deadlines; may arrange for meetings, including preparing and distributing agenda materials and taking and producing minutes of actions or proceedings.

Prepare meeting agendas and distribute materials; attend meetings to take minutes; prepare and distribute minutes; compile, edit, package, and track reports.

Perform related duties as assigned.

Qualifications

Knowledge of:

Standard office administrative practices and procedures, including business letter writing.

City’s policies, rules, administrative regulations, and procedures.

Record keeping, report preparation, and filing methods.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Standard business arithmetic.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Education and Experience

Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

Education:

Equivalent to graduation from high school; college coursework related to business, human resources or related field is highly desirable.

Experience:

Three years of administrative assistant or office support experience.

Experience working in a Human Resources Department is highly desirable.

Certifications/Licenses:

Possession of a valid California Class C driver’s license.

Physical Demands and Working Environment

While performing the duties of this job, the employee is regularly required to sit, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk or hear, stand, walk, and stoop, or crouch. Occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Requires the ability to work in an office environment where the noise level is usually moderate.

The City of Petaluma offers a wide range of benefits. For details, please find the information here https://cityofpetaluma.org/employee-handouts-and-benefits/

Closing Date/Time: Continuous

• 

• City of Petaluma

• 707-778-4534

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