Senior Administrative Assistant

City of Mountain View; Mountain View (CA); On-site; USD 82,000 - 101,000; Full time

Job summary

A leading government agency is seeking a Senior Administrative Assistant to support the City Clerk’s Office and the Purchasing division. The role requires excellent communication, analytical skills, and attention to detail. Candidates should have experience in administrative tasks and be able to handle multiple responsibilities in a fast-paced environment. This position offers a competitive salary range and the possibility of hybrid work flexibility based on performance.

Qualifications

• Three years of administrative and clerical experience.
• Education equivalent to completion of the 12th grade.

Responsibilities

• Respond to Public Records Act Requests.
• Provide support to the Purchasing and Support Services Division.

Skills

Communication

Analytical Skills

Attention to Detail

Education

High School Diploma

Tools

Data Management Software

Excel

Job description

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City of Mountain View provided pay range

This range is provided by City of Mountain View. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$82,286.36/yr - $100,017.84/yr

What's The Role And What You'll Do

We are looking for a highly motivated, reliable, and skilled professional to take on the role of Senior Administrative Assistant. This is the advanced journey level classification within the Administrative Assistant series. This recruitment will establish a list to fill current vacancies in the City Clerk’s Office and the Finance and Administrative Services Department (FASD) in the Purchasing and Support Services division, as well as future vacancies in the Senior Administrative Assistant classification. If you excel in multitasking, communication, and enjoy collaborating, this position is for you! Review our detailed job description here.

As the Senior Administrative Assistant for City Clerk’s Office, you will primarily respond to Public Records Act Requests, exercising data management and critical thinking skills.

As the Senior Administrative Assistant for Purchasing, you will provide valued support to the Purchasing and Support Services Division, serving as the administrative backbone and face of the division.

The Essentials

Senior Administrative Assistant – Minimum Qualifications

• Three (3) years of increasingly responsible administrative and clerical experience involving frequent public contact.
• Education equivalent to the completion of the 12 th grade supplemented by coursework in office or business management.
  
  

Highly Desirable – City Clerk’s Office

• Related experience at a public agency or in a legal office
• Experience with records or data management software
  
  

Highly Desirable – Purchasing

• Related experience at a public agency
• Experience with finance related tasks and/or software (Processing contracts, purchase orders, invoices, and updating a vendor database)
  
  

Are We a Match?

What You’ll Do – City Clerk’s Office

• Take ownership over initiating responses to Public Records Act Requests
• Coordinate with other City departments to ensure that requests are forwarded appropriately, applicable records are received, and the request response is on schedule
• Understand each request, proactively identifying potential issues and requesting more information as necessary
• Stay organized and ensure compliance with legal deadlines, following up with others as necessary
• Provide coverage for the City Clerk’s front desk in the absence of the Administrative Assistant – answering or directing inquiries by phone, email, and in-person
• Assist with other projects as needed, such as noticing and filing
  

What You’ll Do – Purchasing

• Utilize your knowledge of Purchasing and the team to answer inquiries or direct them to the appropriate Buyer.
• Manage communication with vendors daily, sending them purchasing orders, ensuring their receipt, and updating the vendor database. Assist vendors by answering or directing their inquiries and ensuring their compliance with document requirements.
• Model and improve upon your analytical and technical skills, working with Excel and Finance Enterprise (FE), amongst other systems, to ensure that records are well-maintained and accurate. Upload requisitions into FE.
• Exercise excellent customer service to internal facing customers, assisting other departments through phone, email, or in-person inquiries.
• Stay cool under pressure, ensuring that key deadlines are met and a fluctuating volume of workload is managed.
  
  

Work Schedule

For both vacancies, the incumbent can expect to work onsite 5 days a week. With stellar performance there is the possibility for some hybrid flexibility later on.

Are we a Match? – Key Qualities

Skills

While there are two distinct and exciting professional opportunities within this classification, a successful finalist in either role can expect to possess the following skills:

• A keen attention to detail and ability to meet critical deadlines
• Excellent oral and written communication skills.
• Analytical and technical skills – someone with the ability to discern how to best respond to inquiries and be technically savvy with software and data management.
  
  

Are we a Match? – City Clerk’s Office

In addition to the qualities listed above, you are…

• A critical thinker who is able to think on their feet.
• Detail-oriented with excellent reading comprehension.
• A clear and concise communicator.
• Diligent with meeting deadlines and not afraid to follow up with others for required information.
  
  

Are we a Match? – Purchasing

In addition to the qualities listed above, you are…

• Able to juggle various assignments in a fast-paced, dynamic environment.
• Detail-oriented and have strong organizational skills.
• Customer service savvy - you strive to help people and take initiative to find answers.
• Gifted at organizing and updating files, information, and data.
• Eager to expand upon your knowledge of applicable software programs.
• Cool under pressure and enjoy working collaboratively with a team.
• Prideful of your Excel and math skills.
  
  

Apply Now

Apply Now

Submit your application and resume online at GovernmentJobs.com or to the Human Resources Department; City of Mountain View, 500 Castro Street, Mountain View, CA 94041, [phone]. Please provide a valid email address on your application. This recruitment will close at 5:00 PM PST on Wednesday, May 21, 2025.

Fine Print

Fine Print. Candidates with a disability who may require special assistance in any phase of the application or testing process should advise the Human Resources Department upon submittal of application. Documentation of the need for accommodation must accompany the request. The City of Mountain View is an Equal Opportunity Employer (EOE). Prior to hire, candidates are required to successfully complete a pre-employment process, including employment verification and Department of Justice (DOJ) fingerprint check. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.

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

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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