Senior Administrative Assistant

City of Upland; Upland (CA); On-site; USD 54,000 - 76,000; Full time

Job summary

City of Upland is seeking a highly organized administrative professional to support team operations and keep processes running smoothly. The role is detail-oriented and requires proactive multitasking with accuracy and efficiency.

The ideal candidate will have strong communication, Excel, budgeting, and proofreading skills, along with a positive attitude and commitment to excellent service. Join a team-focused environment with opportunities to work closely with leadership.

Qualifications

• Experience in data management, budgeting, and administrative support.
• Strong Excel skills and proficiency with office software.
• Excellent proofreading and document preparation abilities.
• Public agency familiarity and ability to handle confidential information.

Responsibilities

• Organize division spreadsheets and databases for research and management reports.
• Address inquiries and coordinate with vendors, contractors, and other agencies.
• Prepare budget worksheets, track accounts, and coordinate procurement of supplies.
• Compose, edit, and process reports, correspondence, and legal statements.
• Prepare surveys, conduct studies, and recommend actions based on findings.
• Manage time and attendance records, maintain files, and verify adjustments.
• Oversee contract payments, invoices, petty cash, and reconciliation forms.
• Prepare meeting agendas, take minutes, and represent the division in meetings.
• Ensure compliance with safety rules and regulations.
• Perform additional duties as assigned.

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.

IMPORTANT INFORMATION:

Application Process:

A competitive review of applicants' experience and qualifications will be conducted. Based on that evaluation, a limited number of applicants whose qualifications best meet the current needs of the City of Upland will be invited to participate in the next step of the examination process. The examination will include a qualifications appraisal interview. Qualified candidates will be provided with more details prior to the start of the examination process.

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.