Administrative Specialist-Confidential (20617329)

City of Union City; Union City (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide comprehensive support within the City Manager's office. This role involves managing office activities, ensuring confidentiality, and facilitating effective communication across departments. The ideal candidate will thrive in a dynamic environment, demonstrating initiative and the ability to handle sensitive information with discretion. Join a community-focused organization that values diversity and offers a supportive workplace, making a positive impact in the lives of residents.

Benefits

Medical/Dental/Vision Benefits

Retirement Plan

Life Insurance

Disability Insurance

Vacation and Sick Leave

Floating Holidays

Deferred Compensation Plan

Qualifications

• Two years of experience as an Administrative Assistant III.
• One year of administrative support or secretarial experience.

Responsibilities

• Provide administrative support for the entire department.
• Research and compile data for reports and summaries.
• Maintain confidential office files and records.

Skills

Administrative Support

Confidentiality

Data Analysis

Communication

Education

Bachelor's Degree

Tools

Tyler Munis

Job description

East Bay

Job Type

Full-Time

Close Date

5/29/2025 at 11:59pm

Salary

$7,238.00-$8,802.00 Monthly

Additional Questionnaires

None

About Union City

A Good Place to Live

The City of Union City, is a recipient of the 1999 All-America City award. Conveniently located in the East San Francisco Bay Area, in Southern Alameda County, Union City is known as the gateway to the Silicon Valley. Transected by major freeways, railways, and both the Dumbarton and San Mateo Bridges, the city is perfectly situated for easy access to San Francisco, Oakland, and San Jose airports and metropolitan attractions.

Union City's 73,452 population is enriched with a strong diversity of culture and wide ranging demographics. Adorned with award winning schools and easily accessible parklands and trails, and a city-owned and operated sports center, Union City hails as an ideal community for families. The city offers low interest home loans to those interested in residing in the community. Union City is chartered under a city council/city manager form of governance.

View all openings

Share

Please review the special instructions before applying for this job opportunity.

Apply for Job Interested

Location

34009 Alvarado-Niles Road Union City, 94587

Description

DEFINITION

Under general supervision, provides a wide variety of administrative and secretarial support within the City Manager's office or another City department; coordinates office activities; and, performs other related work for an assigned department/division as required.

CLASS CHARACTERISTICS

This class is distinguished from the Administrative Assistant series by the former requiring a broader understanding of City functions, and a greater emphasis on preserving the confidentiality of sensitive information and the performance of highly technical assignment involving functions of the assigned department.

SUPERVISION RECEIVED AND EXERCISED

Receive supervision from the City Manager/Deputy City Manager or Department Head/Manager. Exercises no direct supervision over staff.

EXAMPLES OF DUTIES (illustrative only) Duties may include, but are not limited to:

• Receives and screens visitors and telephone calls, providing factual information which may require the interpretation of City policies and procedures; takes messages or refers the caller to the appropriate person.
• Provide administrative support for the entire department (e.g. distribute and send mail, postings, arrange food and beverages, and set up and take down meetings, etc.)
• Researches, synthesizes, and compiles data for informational purposes, projects, or special reports or summaries.
• Implements and manages department filing system including records retention schedules both electronic and physical.
• Maintains confidential office files, records, and indexes.
• Schedules appointments, makes travel arrangements, maintains calendars and arranges and coordinates meetings and events.
• Prepares purchase requisitions, maintains records of purchase, and processes invoices.
• Perform data collection, analysis, and entry.
• Prepares charts, reports and/or narrative summaries.
• Accurately drafts and prepares letters, contracts, agendas, documents, memos, meeting minutes, reports, and correspondence.
• May attend a variety of meetings with City staff, contractors, vendors, representatives of other governmental and/or regulatory agencies and the public, to identify, discuss and/or resolve problems.
• Coordinates purchasing and ordering supplies; contacts vendors; obtains the best terms and prices; arranges for delivery; and processes paperwork for payment.
• May assist in the development and administration of the annual program and/or departmental budget.
• When assigned to the City Manager's office, supporting the City Clerk in preparing, routing for signature, and scanning City documents.
• Prepare and plan for special events.
• Performs other duties as assigned.
  
  

Ideal Candidate

Minimum Qualifications

Any combination of education, training, and experience that would likely provide the required knowledge, skills, and abilities is qualifying A typical way to obtain the knowledge, skills and abilities would be:

PATTERN I

EXPERIENCE - Two years of experience as an Administrative Assistant III with the City of Union City.

OR

PATTERN II

EDUCATION - A Bachelor's degree from an accredited college or university.

AND

EXPERIENCE - One year of administrative support or secretarial experience.

OR

PATTERN III

EXPERIENCE - Five years of administrative support or secretarial experience.

Experience working in Tyler Munis software is highly desirable.

LICENSES AND CERTIFICATES

Possession of a valid California Driver's License.

Notary Public, or the ability to obtain, within six (6) months of appointment, and maintain as a condition of employment for City Manager's Office department. The City will pay for training and license fees.

Knowledge, Skills And Abilities

Knowledge of

• Federal, state, and municipal laws and procedures.
• Departmental operations, goals, policies and procedures.
• Modern office practices and procedures.
• Software applications and office equipment related to the work.
• Mathematics, including basic statistics and accounting principles.
• Proper English grammar, spelling, punctuation, etc.
• HR Systems (Such as Tyler Munis Enterprise Resource Planning software) to ensure efficient, accurate adn centralized data management.
  
  

Ability to

• Interpret, explain, and apply policies and procedures.
• Communicate effectively, orally and in writing, with a wide variety of audiences.
• Interpret and apply guidelines, procedures, and directions accurately and efficiently.
• Prioritize multiple work assignments and meet critical deadlines.
• Handle confidential and sensitive information with discretion.
• Analyze problems, evaluate alternatives, and make sound recommendations.
• Establish and maintain accurate and confidential records and filing systems.
• Establish, and maintain effective work relationships with those contacted in the performance of duties
• Work independently and as part of a team.
• Demonstrate initiative.
• Exercise independent judgment.
  
  

Working Conditions, Ada And Other Requirements

The City of Union City is an equal opportunity employer. The City of Union City will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities.

Employees of Union City are, by State and Federal law, Disaster Service Workers. In the event of a declaration of emergency, any employee may be assigned activities that promote the protection of public health and safety or the preservation of lives and property, either within the local or their own community.

Positions in this class typically require: sitting, walking, standing, reaching, pushing, pulling, lifting, stopping, kneeling, crouching, grasping and repetitive motions. Incumbents generally work in a typical office environment with adequate light and temperature.

Sedentary work. Exerting up to 40 pounds (weight of a file box) of force occasionally to lift, carry, push, pull or otherwise move objects.

Travel: Positions in this class may require local and statewide and interstate travel as necessary.

Benefits

Retirement: 2%@60 (New Employees with a Classic Status) or 2%@62 (PEPRA). Formula is dependent on the individual's eligibility, as per the Public Employee Pension Reform Act (PEPRA). The City does not participate in Social Security therefore there are no Social Security tax deductions (except 1.45% Medicare).

Medical/Dental/Vision: The City provides the employee up to $2,200 per month toward medical, dental and vision premium.

Deferred Compensation Plan: A 457b Deferred Comp Plan and a ROTH IRA are also available on a voluntary basis.

Leaves: Employees shall accrue 3.08 hours of vacation leave per pay period limited to two times their maximum annual accrual rate. Employees shall accrue 3.69 hours of sick leave per pay period without limit on accumulation.

Holidays: 12 holidays and 24 floating holiday hours.

Life Insurance: Premium is paid by the City. Life insurance and AD&D is equal to $100,000 coverage each. Additional voluntary supplemental life insurance is available for purchase.

Disability Insurance: Long-term and short-term disability insurance premium based on salary. Employee contribution required.

Special Instructions

APPLICATION PROCESS

Application, resume, and supplemental questionnaire should be completed online via the CalOpps website by 11:59 PM on May 29, 2025 .

The selection process may consist of, but limited to one or more of the following components:

• Screening for Best Qualified
• Supplemental Questionnaire
• Written Exam
• Performance Exam
• Oral Interview
  
  

Resumes may not be accepted in lieu of a completed application.

Applicants who are invited to continue in the selection process will be noti?ed by e-mail. Successful candidates' names will be placed on an employment eligibility list. The eligibility list will remain in effect for a minimum of one year from the date the list is established. Additional vacancies that occur for this classi?cation may be hired from the list.

As part of the application process, you may be requested to furnish certain criminal history.