Senior Administrative Assistant

Upland; Upland (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Upland is seeking a highly organized administrative professional to support a team, manage multiple priorities, and maintain accurate records. The role emphasizes data management, budgeting, and effective communication with leadership and external partners.

The ideal candidate demonstrates strong Excel skills, attention to detail, and a proactive approach to delivering excellent service in a fast-paced office environment. Occasional travel to city sites may be required.

Qualifications

• Knowledge of administrative best practices for goal setting, time management, and project management.
• Familiarity with city structure, ordinances, policies, and departmental operations.
• Experience with office and program administration, research methods, and database management.
• Strong business communication, understanding of public agency functions, and public meeting protocols.
• Proficient in record keeping, purchasing, accounting practices, and business math.
• Excellent writing and editing skills, including proofreading and formatting documents.
• Knowledge of safety regulations and modern office equipment and software.
• Customer service techniques for interacting with the public, vendors, and staff.

Responsibilities

• Data Management: Organizes and maintains division spreadsheets and databases for research and management reports.
• Customer Interaction: Handles inquiries and coordinates with vendors, contractors, and other agencies.
• Budget Management: Prepares budget worksheets, tracks accounts, monitors assets, and procures supplies.
• Document Preparation: Drafts, edits, and processes reports, correspondence, and legal statements.
• Data Collection: Prepares surveys, conducts studies, and recommends actions based on findings.
• Payroll and Filing: Manages time and attendance records and filing systems.
• Contract Administration: Oversees contract payments, invoices, petty cash, and reconciliation forms.
• Committee Support: Supports meetings, prepares agendas, takes minutes, and researches items.
• Compliance: Ensures adherence to safety rules and regulations.
• Other Duties: Performs additional tasks as assigned.

Skills

Administrative best practices

City structure & policies

Office administration

Business communication

Record keeping

Writing & proofreading

Safety regulations

Customer service

Job description

We are seeking a highly organized and dependable professional who enjoys supporting a team and keeping things running smoothly.

The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities with accuracy and efficiency.

The best candidate will have strong communication, Excel, budgeting, and proofreading skills, along with a positive attitude and a commitment to excellent service.

Why Join Us?

We offer a supportive and engaging work environment where your administrative expertise will be highly valued. This role is an excellent opportunity to work closely with leadership and make a real impact on the success of our team. If you’re someone who thrives in a fast-paced environment and enjoys a diverse set of responsibilities, we’d love to hear from you!

• Data Management: Organizes and maintains division spreadsheets and databases, using data for research and management reports.
• Customer Interaction: Addresses inquiries, coordinates with vendors, contractors, and other agencies.
• Budget Management: Prepares budget worksheets, tracks division accounts, monitors assets, processes purchase orders, and coordinates the procurement of supplies.
• Document Preparation: Composes, edits, and processes various documents including reports, correspondence, and legal statements.
• Data Collection: Prepares surveys, conducts studies, and recommends actions based on findings.
• Payroll and Filing: Manages time and attendance records, maintains files, and verifies adjustments.
• Contract Administration: Oversees contract payments, manages invoices, petty cash, and prepares reconciliation forms.
• Committee Support: Acts as liaison to commissions, prepares agendas, takes minutes, researches items, and represents the division in meetings.
• Compliance: Ensures adherence to safety rules and regulations.
• Other Duties: Performs additional tasks as assigned.

Do you possess the following skills that will make you an invaluable member of our team?

Knowledge of:

• Administrative best practices like goal setting, time management, and project management.
• City structure, ordinances, policies, and departmental operations.
• Office and program administration, research methods, and database management.
• Business communication, public agency functions, and public meeting protocols.
• Record keeping, purchasing, accounting practices, and business math.
• Writing and editing, including proofreading and formatting documents.
• Safety regulations, modern office equipment, and software relevant to the role.
• Customer service techniques for interacting with the public, vendors, and staff.

Ability to:

• Organize work, handle administrative tasks with discretion.
• Enter and retrieve data, prepare written materials efficiently.
• Interpret and apply laws, regulations, and policies to make sound decisions.
• Maintain confidentiality and handle sensitive information.
• Take minutes, prepare reports, and manage multiple tasks with attention to detail.
• Communicate clearly and effectively in both written and spoken English.
• Solve problems, meet deadlines, and prioritize tasks independently.
• Build and maintain positive working relationships with colleagues and external contacts.

The position requires the ability to work in a standard office environment, using office equipment such as computers, and may involve driving to City sites. While primarily sedentary, occasional standing, walking, and light physical activity (bending, kneeling, lifting up to 25 pounds) may be required. Employees must have good vision, hearing, and speech for communication and data entry.

WORK ENVIRONMENT

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Equal Opportunity Employer:

• All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, disability, genetic information, protected veteran status, or any other characteristic protected by law.