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City of Santa Cruz
Under general supervision, the Administrative Assistant I/II performs a variety of clerical and administrative duties related to the function and/or department to which assigned, including typing, filing, record-keeping, general reception, and customer service.
More details about the job classification and the full job description, including the minimum qualifications and typical duties, are available at the conclusion of this examination announcement.EXAMINATION PROCESS:Who Should Apply: All external candidates and current City employees interested in the Administrative Assistant I/II classification and who meet the minimum qualifications are encouraged to apply to this online examination.
Meeting minimum qualifications and a passing score from this online examination are required in order to apply to upcoming vacancies that may occur within the next one year.
This examination will be used to establish promotional, transfer, and open eligible lists that will be used to fill all Regular (Full-Time and Part-Time), Special, and Temporary Administrative Assistant I/II job vacancies that may occur across City departments during the life of the list.
The eligible list established from this examination is valid for up to one year (12 months) from the date established unless the list is extended or abolished by the Human Resources Director.
Step 1: ApplicationTo apply to this examination, submit:
Application. Online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the “Apply button” to begin the online application process. Applicants must meet the Minimum Qualifications for the classification in order to advance to the online examination; andComplete the supplemental questions.
These will be a primary tool in the evaluation of your minimum qualifications for this position. Any work experience described here must also be included in your employment history on the main application. Application and Notification Timeline:
Application Deadline (Closing Date): On Thursday, 06/11/26 theexaminationannouncement will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted. Applications will be competitively screened based on the minimum qualifications for this position.
Applicants must meet the Minimum Qualifications for the Position in order to compete in the open examination.
Week of 06/22/26: All applicants will be notified of their status by the end of this week.
Qualified candidates are those individuals who meet the minimum qualifications of the Administrative Assistant I/II. Qualified candidates will be invited to participate in an online examination to assess their knowledge, skills, and abilities as they relate to the Administrative Assistant I/II.Step 2: Complete Online ExaminationReceive Invitation and Test Link: Qualified candidates invited to test will be provided with a test link and notified of the deadline to complete their test.
Online Examination Deadline. The online exam must be taken by 9:00p.m. on Monday 07/06/26.
Candidates will be informed of their results and status on the eligible list by 07/15/26. All candidates with a final overall score of 70% or higher will be placed on the eligible list.
Candidates with failing scores lower than 70% will not be placed on the eligible list for the classification and will not be considered for any Administrative Assistant I/II vacancies during the life of the list.A passing score, 70% or higher, from this online examination is required in order to apply to upcoming vacancies.
When a vacancy occurs, qualified candidates with a passing score from this online examination are placed on the eligible list and may apply for departmental vacancies as they occur over the life of the eligible list.
Candidates who apply for department vacancies may be invited to participate in departmental interviews at that time based on specific individual qualifications and operational needs based on the job announcement.
The examination process may be changed as deemed necessary by the Human Resources Director. The information contained within this examination announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.
Special Testing Arrangements:
If you require assistance or alternative testing arrangements due to a disability, indicate on your application that you need reasonable accommodation. You will be contacted by a representative of the testing department to make the necessary arrangements.
If you have not been contacted by the time you receive notification of testing, please contact us by phone at 831-420-5040 or via email at recruitment@santacruzca.govIf you are unable to submit your application or complete the test due to a disability, please contact us at 831-420-5040 or via email at recruitment@santacruzca.gov .All requests for assistance must be received before the closing date indicated in this examination announcement.
Basic FunctionUnder general supervision, performs a variety of clerical and administrative duties related to the function and/or department to which assigned, including typing, filing, record-keeping, general reception, and customer service.
Distinguishing CharacteristicsAdministrative Assistant I: This is the entry-level class in the Administrative Assistant series. Initially under close supervision, incumbents with basic clerical experience perform basic administrative and office support duties. As experience is gained, assignments become more varied and are performed with greater independence.
Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Eventually, positions will attain a level of experience to receive only occasional instruction or assistance as new or unusual situations arise and where they are fully aware of the operating procedures and policies of the work unit.
This class is alternately staffed with the Administrative Assistant II and incumbents may advance to the higher-level class after gaining the knowledge, skills, and experience that meet the qualifications for and by demonstrating the ability to perform the work of the higher-level class.
Administrative Assistant II: This is the full journey-level class in the office support series. Incumbents at this level are capable of performing the full range of advanced clerical and office support duties. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
This class is distinguished from the Administrative Assistant III in that the latter performs more advanced technical and specialized administrative support duties requiring additional training and/or experience, including functioning as personal administrative assistant to a department head and may provide lead supervision to lower-level office support positions.
Typical Duties(May include, but are not limited to, those duties listed below.)Performs a wide variety of clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, creating project and department files, updating department websites, and preparing and processing purchase order and accounts payable.
Composes, types, formats, proofreads, and processes a variety of documents, including letters, memos, agendas, reports, statistical charts, and forms from rough drafts, recordings or verbal instructions; checks drafts for punctuation, spelling, and grammar and suggests corrections.
Performs reception and customer service duties; answers telephone, emails and in-person inquiries; provides information on departmental policies and procedures; resolves problems related to assigned responsibilities; refers callers to appropriate staff as necessary.
Maintains and updates departmental record systems and specialized databases; enters and updates information with departmental activity, purchase order requests, budget and account information, and report summaries; retrieves information from systems and specialized databases as required.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and divisional policies and procedures in determining completeness of applications, records, and files.
Compiles information and data for basic administrative and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
Issues, receives and processes various applications, orders, permits, contracts, and other forms.
Accepts payment of fees and process payments by phone, mail and in-person processes claims and invoices; creates purchase orders; and processes petty cash reimbursements; may prepare bank deposits, prepare billing invoice requests, and maintain accounting spreadsheets.
Reviews invoices and credit card statements for completeness, accuracy and compliance with established regulations and procedures; Receives, sorts, and distributes incoming and interdepartmental mail and correspondence; prepares and distributes outgoing mail.
Operates standard office equipment, including job-related computer hardware and software applications, fax machine, scanner, printers, copiers, calculators, and telephones; may operate other department-specific equipment; may place equipment maintenance calls.
Provide staff support to assigned committees, commissions, and boards; prepares and distributes agenda packets; maintains distribution and contact lists; sets up meeting site; takes notes at meetings; prepares action agendas and final minutes, as assigned.
Schedules department facilities; arranges for necessary set-up, materials, and equipment to be available at meetings, as necessary.
Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; prepares requests for payment for management approval.
Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested.
Maintains and prepares departmental records, including Personnel Action Forms (PAFs), training documents, and evaluation forms.
Assists with facility security tasks, including issuing and tracking identification cards, gate cards, key cards, and/or keys and maintaining sign in records. May coordinate projects and programs with other City divisions or departments as related to area of responsibility. Performs other general clerical duties related to assigned functional area or department.
Performs other related duties that may be reasonably expected as part of this classification.
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer.
Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
Administrative Assistant IHigh school diploma or tested equivalent; and One (1) year of general clerical experience including some basic computer use.
Administrative Assistant IIHigh school diploma or tested equivalent; and Two (2) years of general clerical experience, including (1) year of experience comparable to that of the City's Administrative Assistant I.Administrative Assistant IKnowledge:
Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
Principles and practices of data collection and report preparation.
Proper grammar, spelling, punctuation, and business correspondence formatting.
Filing and record-keeping systems.
Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.
Verified Listing
This role has been verified for authenticity, market-rate compensation, and remote eligibility.