Administrative Assistant

Description

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Click hereto learn more about the City of Tracy and HERE(Download PDF reader)(Download PDF reader)for the job announcement.

Recruitment Timeline:

Recruitment Closes: March 23, 2026 @ 5pm or Until a sufficient number of applications have been received. \\\EARLY APPLICATION IS ENCOURAGED\\\

Written Exam: April 22, 2026

Virtual Panel Interviews (Tentative): May 12, 2026

DEFINITION

Under general supervision, performs a variety of administrative, secretarial, and clerical duties related to department operations and programs; composes and prepares correspondence using judgment in content and style; performs skilled word processing and data entry; provides information to the public and staff; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This is a journey\-level classification performing a wide variety of clerical duties. Incumbents serve to relieve departmental staff of performing administrative detail work and are expected to function with very little direct oversight. Successful performance of the work requires the frequent use independent judgment and knowledge of departmental and City activities. This class is distinguished from the Executive Assistant class in that the latter reports to a department director with the capability of relieving the director of day\-to\-day office administrative and coordinative duties, performs work that requires a broader understanding of departmental functions, and provides lead direction to lower\-level support staff.

Essential and Marginal Duties

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EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Composes, types, edits, and proofreads a variety of documents, including forms, memos, contracts, administrative, statistical, financial, staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
• Prepares and processes reports, forms, contracts, and records, such as the department’s budget, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts, agreements, business licenses, and permits.
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval; collects fees and issue permits.
• Performs various accounting support work such as monitoring purchase orders and account balances; determining and calculating required fees; processing, reconciling, and verifying cash and monies expended and received; processing and auditing reimbursements, payment vouchers, check requests, and invoices; generating purchase orders; and allocating general ledger codes in accordance with City policies and procedures.
• Manages and tracks the routing of a variety of documents, including coordinating the tracking of bidding and contracting processes; uses tracking systems to coordinate billing and payment. Screens calls, visitors, and incoming mail; receives and responds to calls received by the department; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems when appropriate.
• Maintains department files in accordance with the City’s adopted records retention and management schedules; compiles information needed from records to respond to public records requests.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting and/or committee secretary including preparing agendas and informational packets and setting up the room.
• Organizes and carries out administrative assignments; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Operates a variety of standard office equipment, including job\-related computer hardware and software applications, copiers, postage meters, fax machines, and telephones; may operate other department\-specific equipment.
• Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
• Performs other duties as assigned.

Minimum Qualifications

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Knowledge of:

• Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Business mathematics and basic statistical techniques.
• Record keeping principles and procedures.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.

Ability to:

• Perform responsible administrative support work with accuracy, speed, and general supervision.
• Provide varied and responsible office administrative work requiring the use of tact and discretion.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate mathematical, financial, and statistical computations.
• Establish and maintain a variety of filing, record\-keeping, and tracking systems.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently organize work, set priorities, meet critical deadlines, and follow\-up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

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 completion of the twelfth (12th) grade and two (2\) years of increasingly responsible office support experience, including customer service duties and the use of standard computer office software packages. Specialized course work in office practices such as computer software packages, typing, filing, and bookkeeping is desirable.

Licenses and Certifications:

• Possession of, or the ability to obtain, a valid Class C California driver’s license upon appointment.
• May be required to complete National Incident Management System (NIMS) Training

Additional Information

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PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions. Some positions may occasionally have direct exposure to hazardous physical substances or loud noise levels. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

N/A

DISASTER SERVICE WORKER

All City of Tracy employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the City may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a “Local Emergency” is declared during the employee’s shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a “Local Emergency” is declared outside of the employee’s shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.

The City of Tracy is proud to offer a comprehensive benefits package designed to support the health, well\-being, and financial security of our employees and their families. From medical coverage and retirement plans to wellness programs and professional development opportunities, our benefits reflect our commitment to a thriving workforce.For a detailed summary of all available benefits, please visit the TTSSEA Benefits Summary and the Memorandum of Understanding between the City of Tracy and Tracy Technical \& Support Services Employee Association.**