Administrative Assistant I/II

City of San Rafael; San Rafael (CA); On-site; USD 61,000 - 82,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Vacation leave

Sick leave

Holidays

Job summary

City of San Rafael is seeking a full-time Administrative Assistant I/II to join the Fire Department's Administrative Division. You will support payroll, accounts payable/receivable, records, and vendor communications, delivering courteous service to staff and the public.

The ideal candidate has strong clerical skills, knowledge of Microsoft Office, and a customer-focused approach. Bilingual ability is a plus; familiarity with municipal processes is a bonus.

Qualifications

• Level I: Equivalent to completion of twelfth grade and two years of responsible clerical experience.
• Level II: Equivalent to completion of twelfth grade and two years of responsible secretarial or office administrative experience similar to an Administrative Assistant I with the City of San Rafael.

Responsibilities

• Set up and maintain financial, statistical, and operational records, including preparing departmental payroll submittals.
• Accounts payable and receivable including creating vendors profiles, entering invoices, tracking department credit cards, and creating purchase orders.
• Respond to record requests and review subpoenas.
• Create, edit, and update departmental information on our website.
• Carry out routine required procedures related to departmental hiring.
• Prepare required reports for various departmental programs.
• Refer more complex requests, technical inquiries or serious complaints to appropriate staff members.
• Maintain inventory and office supplies.
• Research and compile information as requested.
• Recommend organizational procedural changes affecting clerical activities.
• Screen calls, visitors, mail, and email and take action appropriate to request/situation.
• Independently respond to letters and general correspondence of a routine nature.
• Follow up on projects, transmits information and keeps informed of department activities.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

Job description

Category Clerical/Administrative Support

Region Northern Bay Area

Job Type Full-Time

Close Date 11/9/2026 at 5pm or until 100 applicants

$5,487.00-$7,354.00 Monthly

None

About San Rafael

The City of San Rafael is a charter city founded in 1913. The mission of the City is to enhance the quality of life and to provide for a safe, healthy, prosperous and livable environment in partnership with the community. The City has a staff of 441 regular FTEemployees and an annual budget of $172million. City departments include the City Manager’s Office, Management Services, Finance, Community Development, Community Services, Fire, Library, Police, and Public Works. Click here to watch a short video and learn more about the City of San Rafael.

The City of San Rafaelwas voted one of the 2022 Best Places to Work in local government by ELGL, a nationally recognized organization.The City was recognizedfor our cross-departmental work that is key to advancing community programs and projects. Employees from all departments worked together, allowing us to break down silos, and model our culture initiative, Together San Rafael .

A strong emphasis on innovation, equity, and a commitment to our employees are a vital part of creating a wonderful community and for the trust we instill and have for providing ongoing learning opportunities to all staff are just some of the perks that make San Rafael the Best Place to Work.

Non-Discrimination Policy

The City of San Rafael values a diverse, inclusive workforce and provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

In accordance with the Immigration Reform and Control Act, all potential employees are required to provide proof and/or be verified of U.S. Citizenship or authorization to work in the United States.

Disaster Service Workers

California Government Code Title I, Sections 3100 - 3109, declare all public employees to be Disaster Service Workers, subject to such disaster service activities as may be assigned to them by their superiors or by law. More information can be found here .

Reasonable Accommodation

The City of San Rafael will make reasonable accommodations at any phase of the application and interview process, to accommodate persons with disabilities. If you have a disability for which you require an accommodation, please advise Human Resources upon submittal of your application. For examination accommodations, please contact Human Resources at least seven (7) calendar days before the test date, at [phone].

Level I: $5,487 - $6,670 monthly (DOE/DOQ)

Level II: $6,050 - $7,354 monthly (DOE/DOQ)

APPLICATION DEADLINE: Apply by Monday, November 9, 2026 @ 5:00 PM

THE CITY

is focused on enhancing our community members’ quality of life through well-designed services and a positive workplace culture. San Rafael is the economic and cultural heart of Marin County, and its high quality of life is centered on its commercial districts, engaged neighborhoods, active lifestyle, and natural environment. San Rafael, with a population of approximately 60,000, is a full-service city with a City Council/City Manager form of government with 12 departments, more than 400 employees, and a fiscal year 2026-2027annual budget of approximately $208 million. The City’s vision is to be a vibrant economic and cultural center reflective of its diversity. The City Council is engaged and seeks to strengthen the urban and commercial areas as well as sustain the beautiful natural environment.

San Rafael’s Organizational culture framework is an initiative called “Together San Rafael.” City employees are our greatest asset, and we seek talented individuals with diverse backgrounds who are creative, curious, and excited about a challenge. We are a results-driven team focused on the needs of community members. TheTogether San Rafael initiative is focusedon modernizing City services and increasing the engagement of employees. This initiative recognizes the interconnectedness of the customer and employee experience.

ABOUT THE DEPARTMENT

The San Rafael Fire Department is an all-risk fire agency with 69 highly trained operational firefighters providing services in firefighting, Advanced Life Support (ALS) response, ambulance transport, technical rescue, hazardous material response, disaster response, fire prevention, and community preparedness.

The San Rafael Fire Department delivers exceptional public service from seven neighborhood fire stations. Our department philosophy of community fire servicing emphasizes collaborative relationships with the community.

THE POSITION

The San Rafael Fire Department is seeking a full-time Administrative Assistant I/II to join our Administrative Division. At the direction of the Department's Senior Management Analyst, this position provides administrative support to the Fire Department.

The Administrative Assistant I/II supports the Fire Department and works within the Fire Administration Division. The ideal candidate is an administrative professional skilled in municipal functions, public and internal communication, and accounting principles. Those with strong customer service skills, direct local government experience, vendor communication and billing, and Microsoft Office skills are preferred. Spanish language skillset is preferred but not necessary.

Candidates should possess excellent organizational skills and the ability to exercise sound judgment, maintain confidentiality, and provide courteous and effective service to employees, outside agencies, and members of the public. The ability to prioritize and manage multiple ongoing tasks, respond appropriately to inquiries, and handle sensitive information with discretion is essential.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Including but not limited to)

This list is meant to be representative, not exhaustive.

• Set up and maintain financial, statistical, and operational records, including preparing departmental payroll submittals.
• Accounts payable and receivable including creating vendors profiles, entering invoices, tracking department credit cards, and creating purchase orders.
• Respond to record requests and review subpoenas.
• Create, edit, and update departmental information on our website.
• Carry out routine required procedures related to departmental hiring.
• Prepare required reports for various departmental programs.
• Refer more complex requests, technical inquiries or serious complaints to appropriate staff members.
• Maintain inventory and office supplies.
• Research and compile information as requested.
• Recommend organizational procedural changes affecting clerical activities.
• Screen calls, visitors, mail, and email and take action appropriate to request/situation.
• Independently respond to letters and general correspondence of a routine nature.
• Follow up on projects, transmits information and keeps informed of department activities.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

EDUCATION AND EXPERIENCE

A typical way of gaining the knowledge, skill and ability outlined above is: (Please see job spec for additional details):

Level I:

• Equivalent to completion of twelfth grade and two years of responsible clerical experience.

Level II:

• Equivalent to completion of twelfth grade and two years of responsible secretarial or office administrative experience similar to an Administrative Assistant I with the City of San Rafael.

Valid California Driver's License Preferred

Online Testing Assessment Requirement

All candidates who meet the minimum qualifications for this position will be required to complete an online testing assessment as part of the recruitment process. Candidates must achieve a minimum passing score of 70% to advance and be considered to move forward in the selection process. Candidates who do not achieve the minimum passing score will not be considered for further advancement in this recruitment.

This position is a regular position of the City’s SEIU Local 1021 employee group and is eligible to receive benefits including but not limited to:

• MEDICAL | City group health coverage, with the City paying a fixed dollar amount toward the cost of the monthly insurance premium: Employee only: $998.00 | Employee plus one: $1,995.00 | Family: $2,520.00
• DENTAL | Premium fully paid for employee plus eligible dependents.
• VISION | Premium fully paid for employee.
• VACATION LEAVE | 10 days annually, increases after 3 years of service
• SICK LEAVE | 12 days annually
• HOLIDAYS | 12 paid City holidays plus 1 floating holiday per year
• BEREAVEMENT LEAVE | Up to 5 days paid leave
• PAID PARENTAL LEAVE (if eligible) | Up to 300 hours paid leave. SEIU employees also contribute to State Disability Insurance (SDI)
• END OF LIFE CARE LEAVE | Up to 80 hours paid leave
• LIFE INSURANCE & AD&D | $20,000 Life policy and $20,000 AD&D policy
• LONG TERM DISABILITY | 66.67% of salary, up to $1,000 per month
• Tier 2 - hired on or after 7/1/2011: 2% @ 55, Average of 3 highest years
• Tier 3 PEPRA - hired on or after 1/1/2013: 2% @ 62, Average of 3 highest years
• GYM MEMBERSHIP REIMBURSEMENT | Up to $198 per year
• BILINGUAL PAY (if eligible) | Up to $250 per month

Special Instructions

APPLICATION DEADLINE: Apply by Monday, November 9,2026, at 5:00p.m.

Interview dates are firm - please plan your schedule accordingly.