Administrative Assistant II

The City of San Leandro is growing its team! We’re hiring three Administrative Assistant II's, we have two vacancies in Community Development and one in the Police Department, and we’d love for you to join us in serving our community.

Community Development Department

The City of San Leandro Community Development Department ensures the City grows in a safe, orderly way and supports high-quality development that reflects community values. The Department includes Planning, Building, Community Preservation, Economic Development, Housing, and the City’s new Rent Program. It also runs the City’s Permit Center, where staff help residents, businesses, and developers with permits and entitlements.

The Community Development Department is seeking to fill two Administrative Assistant II vacancies:

1) Department Administration:

This Administrative Assistant II will provide administrative support across the Department, working closely with the Administrative team and management. Duties include processing invoices and payments, preparing and tracking contracts, scheduling meetings, preparing correspondence, and assisting staff and the public.

2) Rent Program:

This Administrative Assistant II will support the City’s new Rent Program, which includes an annual Rent Registry and a Residential Rent Stabilization requirement that takes effect January 1, 2027. Duties include staffing the Rent Program front desk, assisting property owners with rental registration, processing invoices and payments, scheduling program events, providing administrative support to staff, and sharing program information with members of the public. 

The Police Department

The City of San Leandro Police Department is committed to delivering professional public safety services while fostering trust and transparency within the community. Achieving that mission requires a strong administrative foundation to ensure the effective and efficient operation of the Department’s business and operational functions.

The Police Department is seeking a qualified, detail-oriented individual to fill the position of Administrative Assistant II. Reporting directly to the Police Business Manager, this position provides essential administrative support for the Department’s day-to-day business operations. Responsibilities include processing invoices and payments, preparing and tracking contracts, and serving as the Department’s training coordinator by scheduling training activities, maintaining training records, handling confidential information with discretion and supporting employee training and development.

DEFINITION

Under immediate to general  supervision, performs routine to complex clerical and administrative support duties for a City department, management, staff, and/or boards and commissions; compiles, proofreads and prepares reports and correspondence; provides assistance for a wide variety of assignments related to administration of budgets, contracts, and department programs; provides customer service to City staff and the general public over the phone, in person or via email; and performs related duties as assigned. 

DISTINGUISHING CHARACTERISTICS

Administrative Assistant II: This is the journey-level classification in the Administrative Assistant series. Positions at this level are distinguished from the Administrative Assistant I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

SUPERVISION EXERCISED AND RECEIVED

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

EXAMPLES OF TYPICAL JOB FUNCTIONS

The typical job functions of the classification may include, but are not limited to, the functions below and are subject to changes in operational necessity.

• Provides clerical, administrative, project and/or program support for assigned management, departmental staff, and/or boards and commissions; acts as a liaison between management and other staff, outside agencies, and the public, coordinating resolutions when appropriate.  
• Performs a variety of administrative details including organizing and coordinating meetings, seminars, conferences, and training sessions for department staff; initiating travel arrangements and processing payments; scheduling appointments and inspections.     
• Screens calls, visitors, and incoming mail and emails; assists and directs the public to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.  
• Research, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; tracks departmental employee information such as certifications, training records and expirations; prepares and assembles agendas, minutes, resolutions, reports, and other informational materials.  
• Composes, types, edits, and proofreads a variety of documents, including forms, memos, administrative, statistical, and financial reports, and correspondence for department management and staff; inputs and retrieves data; 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.   
• Assists with preparing draft agreements using Department templates.
• Processes bills and invoices for payment; assigns proper coding; ensures compliance with City fiscal internal control procedures and federal, state, and funding agency reporting requirements; maintains records of purchase orders, expense statements, and other fiscal transactions.   
• Assists with requests for proposals as well as bids for projects and/or services; prepares and maintains bid results and updates specifications; reviews and verifies compliance documentation; maintains copies of contracts, bid documents, proposals, and related information. 
• For more detailed information about this job classification, visit Administrative Assistant II.

EXPERIENCE AND EDUCATION GUIDELINES

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

Education: Equivalent to completion of the twelfth (12^th) grade.

Experience: 

Administrative Assistant II: Two (2) years of increasingly responsible experience performing clerical and administrative support equivalent to an Administrative Assistant I with the City of San Leandro.

For more information regarding ADA accommodations or Veteran's preference, please visit the City's FAQ page.