Administrative Specialist

City of Redondo Beach; Redondo Beach (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

The City of Redondo Beach is seeking an Administrative Specialist to support the City Clerk's Office and related departments. The role requires handling administrative tasks, customer inquiries, and coordination of meetings and calendars.

The position emphasizes strong communication, data handling, and adherence to City policies, with occasional after-hours support for emergencies and events. Office experience in government is preferred.

Qualifications

• High school diploma or equivalent required; Associate's degree encouraged.
• 2+ years in government or similar organization preferred.
• Strong computer literacy and office software skills.
• Excellent written and verbal communication with the public.
• Ability to multitask and meet deadlines in a fast-paced environment.

Responsibilities

• Provide administrative support to City Clerk's Office and others as needed.
• Respond to customer inquiries and maintain courteous service.
• Schedule appointments, manage calendars, and coordinate meetings.
• Prepare agendas, take minutes, and assist with board/committee tasks.
• Assist with data entry, records, and basic payroll/document processing.

Skills

Administrative support

Customer service

Communication

Team coordination

Education

High school diploma or equivalent

Associate's degree desirable

Tools

Microsoft Office

Scheduling software

Records management

Job description

Are you a clerical professional seeking an exciting opportunity? Come join the team at the beautiful City of Redondo Beach as an Administrative Specialist!

Under the direction of the Department Director this position performs a variety of administrative support duties; and to perform other related duties as required.

We currently have one opening for this position in the City Clerk's Office. This classification exists in multiple departments throughout the City and the eligible list generated for the position may be used to fill other vacancies.

This is an in-person job opportunity, with great benefits and a 9/80 work schedule with an extended holiday closure between Christmas and New Years Day.

• Perform administrative support duties
• Performing a variety of tasks using computer and technology resources
• Responding to customer inquiries and exercising judgment to deliver superior customer service
• Supervising and training personnel
• Acting as liaison between supervisors, clerical staff, other City officials, visitors, and the public; screening and referring calls and visitors; responding to or referring complaint calls; receiving and relaying messages; and opening, screening and distributing mail
• Independently responding to routine correspondence and requests for information
• Reviewing the work of others for composition and grammar
• Researching, compiling, and analyzing data for assigned special projects and reports
• Managing appointment and meeting schedules; making travel arrangements; maintaining calendars, and arranging meetings and conferences
• Ensuring deadlines are met by maintaining a system to inform and remind staff of assignments
• Processing personnel and payroll documents
• Serving as asecretary to a board or commission, committee, and/or task force; preparing agendas, assembling agenda item background materials; taking and transcribing minutes
• Coordinating office support functions and activities; prioritizing and assigning tasks and projects
• Participating in developing office organization, policies, and procedures; analyzing policies and procedures and recommending and implementing changes
• Interpreting policies and procedure to subordinate personnel.
• Communicating clearly and concisely both orally and in writing with the public and fellow employees
• Working irregular hours including evenings nights, weekends and holidays (when necessary); being available for call-back and automatic return to work with a reasonable response time during off-duty hours for major emergencies, disasters, critical incidents and as otherwise required
• Delivering outstanding internal and external customer service; communicating effectively orally and in writing with the public and fellow employees; solving problems and supporting the City's mission, policies, goals, and objectives.
• Establishing and maintaining effective working relationships and working cooperatively with co-workers, other members of the supervisory/management team, City staff, other agencies, and the community
• Providing initiative in achieving positive and timely results for the organization
• Exercising tact, self-restraint and good judgment; taking initiative to achieve positive, timely results for the organization with diplomatic skills and ethical conduct; conducting duties, responsibilities, tasks and assignments with a constructive, cooperative, positive, and professional attitude and demeanor
• Supporting the City's values of: openness and honesty; integrity and ethics; accountability; outstanding customer service; teamwork; excellence; fiscal and environmental responsibility
• Performing other related duties as assigned

Any combination of training, education and experience which demonstrate the ability to perform the duties of the position. The position requires knowledge of practices, techniques and methods to accomplish the City's goals and objectives by combining the appropriate people, resources, process and time to achieve results.

The position requires graduation from high school or equivalent. An Associate's degree is desirable. Two years of increasingly responsible experience in government or a comparable business or non-profit organization is required. Skills and experience working with people, budgets, contract administration, and technology are desirable.

The position requires computer literacy and working knowledge of Microsoft Office, the ability to communicate using email programs, and an understanding and adherence to City policies for information technology.

The position's expected competencies are sound decision making skills, critical thinking ability, problem-solving and innovation skills, drive for results, analytic skills, interpersonal, customer service and diplomatic skills, ethical conduct, and proven top performances.

The position requires meeting the physical employment standards for the position.

Job description statements describe the general nature and levels of work performed by employees and are not intended as an exhaustive list of all responsibilities, duties and skills required.

The position is covered under the Fair Labor Standards Act and is a member of the Classified Service.

SELECTION PROCESS:

The selection process may include but is not limited to: Application review and evaluation, written examination, performance test and interview. All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process. The pre-employment process may include but not be limited to: Reference checks, background investigation, fingerprint-based criminal history check, credit check, degree verification, and post-offer medical examination and drug test. For public safety positions, including positions based in the Police and/or Fire Department(s), the pre-employment process may also include but not be limited to a P.O.S.T. compliant background check, polygraph examination, post-offer medical examination and drug test, and post-offer psychological examination.

Candidates must fill out the employment application and supplemental questions completely and accurately. Required fieldsand supplemental questionsare noted with an asterisk (*). All other fields areoptional.Applications including references to "see resume" are considered incomplete and will be disqualified.

The City of Redondo Beach is an Equal Opportunity Employer. The City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Candidates with a disability who may need accommodation during the selection process must notify the Human Resources Department at least five (5) business days in advance of the test date.

Qualified Military Veterans are given an additional five points to a passing score for both open-competitive and promotional recruitments. Documentation of such service, such as a veteran identification card or DD214, must be provided along with the application for employment or before the conclusion of the testing process.

Note: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.