Administrative Assistant

AT-A-GLANCE POSITION INFORMATION:

• Type of position: Part-time position limited to 980 hours per fiscal year, approximately 20 hours per week M-F.  Attendance at all regular and special City Council meetings is required.  Regular meetings are held on the 2nd Monday of each month at 7 pm.  
• Location:  City Clerk's Department 
• Salary: $22.61 - $28.86 per hour
• Closing date is September 23, 2026, or when 50 applications have been received, whichever comes first

IDEAL CANDIDATE: 
The ideal candidate is a highly organized, detail-oriented professional who thrives in a fast-paced public-sector environment and takes pride in delivering exceptional customer service. They possess excellent written and verbal communication skills, exercise sound judgment, and demonstrate the highest level of professionalism, confidentiality, and integrity when working with elected officials, City staff, and members of the public.DEFINITION:
Under general supervision, performs a wide variety of general and routine clerical duties and/or operational support duties in support of an assigned function; assists the public with interpreting departmental policies, complaints, and questions; prepares a variety of correspondence, reports, and other documents; operates a wide variety of office equipment and performs other duties as assigned.

SUPERVISION RECEIVED AND EXERCISED: 
Receives supervision from the City Clerk or their designee. Exercises no direct supervision over staff.

For Additional Information regarding the position, please contact Human Resources at [email protected].  DUTIES AND RESPONSIBILITIES : (include but are not limited to the list below): 
The City, at its discretion, may add, modify, change or rescind work assignments as needed.  

•  Commits to honoring the City of Artesia’s Mission, Vision, Core Values and Commitments. E

• Performs a wide variety of clerical duties in support of an assigned function, including word processing, typing, copying, filing, faxing, checking and recording information on a number of documents; prepares Council envelopes for mailing. E
• Screens calls and visitors; assists with questions related to departmental functions; provides information as required; and answers and/or refers complaints to the appropriate department. E 
• Responds to public inquiries in a courteous manner; provides proper documents and resource references as required; assists public in filling out a variety of documents. E 
• Prepares a variety of documents including letters, memos, agenda materials, financial reports, minutes, mail lists, logs, reports, or other materials from verbal or written instructions, rough drafts, copies, notes, or recordings; sorts and distributes mail; operates a variety of office equipment. E 
• Schedules meetings, appointments, conferences, and seminars; reserves conference rooms; maintains calendars; schedules rentals and reservations; attends meetings and take/prepare meeting minutes; sets up and prepares rooms for meetings; transcribes minutes from meetings. E 
• Monitors and purchases office supplies, office equipment, copier and breakroom supplies; prepares demands for payments and submits service and purchase order requests; collects a variety of fees and prepares deposits; checks for arithmetic accuracy and processes in compliance with established standard procedures. E 
• Maintains record systems; enters or extracts information on or from records; files documents, pulls and prepares information; locates misplaced files; transfers files into inactive storage. E 
• Compiles information, data, and materials, and assists in the preparation of a variety of narrative, financial, and statistical reports; prepares and posts agendas and reports. E 
• Applies departmental policies and procedures in determining completeness of applications, records, and reports. E 
• Contacts public and outside agencies to acquire and provide information. E 
• Acts as a liaison with vendors and others. E 
• May relieve other department staff during breaks and lunch. E 
• Performs other duties as required.

Note: At the end of some of the duty statements there is an italicized E which identifies essential duties required of the classification. This is strictly for use in compliance with the Americans with Disabilities Act.MINIMUM REQUIREMENTS
Any other combination of training and/or experience that could likely provide the desired skills, knowledge and abilities may be considered. A typical way to obtain the required qualifications would be:
 
Education: Possession of a high school diploma or equivalent with some coursework in business practices, computer applications, or other related field

Experience: One (1) year of progressively responsible clerical and administrative work experience with considerable contact with the public. Public sector work experience is desirable
 
SPECIAL JOB REQUIREMENTS:
Possession of a valid Class “C,” California Driver’s License is required. An incumbent is required to possess a valid Driver’s License and maintain an acceptable driving record.
 PRE-EMPLOYMENT:
All employment offers are contingent upon successful completion of both a pre-employment physical exam, including a drug/alcohol test, and a criminal background investigation, which involves fingerprinting.
 
PROBATIONARY PERIOD:
The position has a probationary period.

APPLICATION & EXAMINATION PROCEDURES:

The examination process for this recruitment may be comprised of one or any combination of the following: screening of the applicant's training, background, and experience; scored evaluation of responses on a supplemental application; written examination(s); qualifications appraisal oral examination; performance examination; or technical oral examination, scored on a job-related basis. Only the most highly qualified candidates will be invited to continue in the examination process.  Successful candidates who pass all parts of the examination process will be placed on the eligibility list in order of their relative merit as determined by these competitive examinations. The eligibility list for this classification will remain in effect for 6 months.

Tentative Recruitment Examination Processes are Planned as Follows:

Written Examination: Wednesday, September 30, 2026

Oral Interviews: Wednesday, October 7, 2026

Application Process: 
Please submit your online application through the City of Artesia website. If you do not meet the minimum qualifications as stated, you are required to upload and attach a request for equivalency consideration statement to your application.

***If the position requires transcripts, you are required to attach this document to your application at the time of submission.

***A complete application is required for consideration. Please be advised that incomplete applications will be rejected.

***If a reasonable accommodation is required, you are required to contact the Human Resources Manager, a minimum of two days prior to the closing date for the position. You may contact the human resources office at [email protected].