Administrative Assistant

Salary: $27.17 - $34.68 Hourly
Location : Rancho Santa Fe, CA
Job Type: Full-Time
Job Number: 202200024
Division: Administrative Services
Opening Date: 06/18/2026


Description
***Virtual interviews will be held on Monday, July 20th / In-Person Second Interviews will be held on Tuesday, July 21st***
JOB SUMMARY:

Under general supervision of Division Manager - Administrative Services (DM-AS), independently performs a variety of routine to complex administrative and clerical accounting support functions; to relieve management and analyst staff of administrative work; interacts with the public and provides information or directs questions and requests to the appropriate staff; and performs other related duties as required.

CLASS CHARACTERISTICS

Employees in this class work within a framework of established procedures and are expected to perform a wide variety of general to specialized administrative and clerical accounting support duties that require a thorough knowledge of the terminology, procedures and practices for their functional areas, with a significant degree of independence and accountability for results. Work is normally reviewed upon completion and for overall results.

Essential Functions
The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices.

• Supports the DM-AS to carry out NCDJPA's vision, mission, and core values.
• Performs a wide variety of routine to complex administrative and financial related duties in support of NCDJPA operations, including purchasing, accounts payable and receivable duties, billing and reconciling cash receipts, scanning and filing, preparing records and monthly reports, etc.
• Maintain NCDJPA general email and phone lines, screen calls, visitors, and mail; respond to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, and rules in response to inquiries and complaints from the public; directs callers to appropriate staff; assists the public and directs the public to appropriate locations/staff; represent NCDJPA to all callers and visitors in a professional and customer-friendly manner.
• Types a variety of documents in draft and final form, such as correspondence, NCDJPA policies and procedures, standard forms, charts, and reports using a computer; performs data entry, types from written, recorded or printed sources and/or oral instructions; proofreads materials for correct grammar, spelling, punctuation and general content; makes or suggests corrections to drafts.
• Serve as recording secretary to assigned boards and committees; perform a wide variety of responsible, confidential and complex duties related to the recording, preparation, transcription and maintenance of agendas and agenda items; ensures all information is accurate and complete; finalizes, indexes and cross-references resolutions and staff reports; drafts and posts agendas and legal notices within mandated timeframes; types and sends meeting notices to board and committee members, staff and other parties; coordinates the duplication, collation and distribution of agenda packets, and manages conflict of interest filings.
• Maintains a calendar of activities, meetings, and various events for assigned staff; coordinate activities with other public agencies, City departments, the general public and outside agencies; coordinate and process staff travel arrangements.
• Assists management with a variety of administrative tasks using discretion and independent judgment in accordance with general direction, including travel arrangements.
• Prepares, validates, processes, and/or checks a variety of documents and records such as timesheets, purchase orders and invoices; reviews and matches all invoices and requisitions with backup paperwork; compiles a variety of reports.
• Reviews and codes expenses and monitors account category and budget balances; identifies discrepancies; locates and corrects coding and posting errors; enters and updates journal entries; compiles data and provides other support and assistance in preparation of NCDJPA's annual budget.
• Initiates and maintains a variety of files and records for information such as purchasing, payroll, budget, and general shared folders; coordinate and prepare records for general use, storage and destruction; maintain manuals and update resource materials.
• Provides staff assistance to higher management staff, participates on a variety of committees; prepares and presents staff reports and other correspondence as appropriate and necessary.
• Operates a variety of office equipment, such as telephone systems, photocopiers, and other equipment necessary in the performance of duties.
• Utilizes various computer applications and software packages; develops, enters data, maintains, and generates reports from a database or network system; creates and administers mailing lists; designs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.
• Provides vacation and temporary relief when required.
• Attendance and punctuality that is observant of scheduled hours on a regular basis.
• Performs other duties as assigned.

Minimum Qualifications
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge would be:

EDUCATION

• Completion of an Associate Degree or higher in public administration, business administration, accounting, finance or a closely related field is highly desirable. Equivalency of education, experience and training will be considered for satisfactory job performance and in determining the required minimum qualifications.

EXPERIENCE

• Two years of increasingly responsible finance and office administrative experience. Experience in a government setting is highly desirable.

Knowledge of:

• Methods and techniques of public relations.
• Principles and procedures of financial recordkeeping and reporting.
• Principles of business letter writing and report preparation.
• Proper English usage, punctuation, grammar, and spelling.
• Advanced Microsoft Excel, Word and PowerPoint skills.
• Modern office procedures, methods, and computer software and hardware including management information systems and office automation.
• Techniques for providing a high level of customer service by effectively dealing with public officials, vendors, contractors and general public.

Ability to :

• Uses correct English grammar, punctuation and spelling.
• Responds tactfully, clearly, concisely and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
• Interprets, applies and explains regulations, policies and procedures.
• Organizes and prioritizes a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical deadlines.
• Works under pressure and during periods of high activity and emergency situations.
• Types and/or enters data on a computer at a speed necessary for successful job performance.
• Understands and follows written and verbal instructions.
• Communicates clearly and concisely, both orally and in writing; works at a computer terminal and remains seated for prolonged periods of time; files documents in various locations and heights.
• Learn the policies and procedures of NCDJPA as related to position responsibilities. Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
• Performs a wide variety of responsible, confidential and complex duties.

PHYSICAL AND MENTAL DEMANDS/WORKING CONDITIONS
The physical and mental demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

• Mental function: Includes reading, writing, mathematical computations, operating a computer, problem solving, managing multiple projects, calmly handling requests for assistance from distraught/upset citizens, and decision making under stressful conditions.
• Productivity: Incumbents must perform work in an efficient, effective and timely manner with minimal direction.
• Mobility: Incumbents require sufficient mobility to work in an office setting and operate office equipment. Incumbents may be required to perform light lifting and carrying, file documents in various locations and heights, and sit, stand, walk, remain seated, and work at a computer terminal for prolonged periods of time.
• Vision: Vision sufficient to read small print, computer screens, and printed documents, and to operate assigned equipment.
• Hearing: Incumbents are required to hear in normal audio range with or without correction.
• Environment: Normal office setting with some travel to attend meetings and handle agency business outside of the normal office environment. Incumbents may be required to travel outside City boundaries to attend meetings and to use a personal vehicle in the course of employment.

NCDJPA is committed to providing equal employment opportunities to all employees and applicants, without regard to any protected status in accordance with applicable local, state, and federal law.
CalPERS Retirement
Employees will be enrolled in one of the following CalPERS retirement plans, depending on eligibility:

• Tier 2 (hired date on or after 3/1/2013):
  • Formula: 2.5% @ 55 x years of service x final average monthly salary
  • Contributions: Employee 8.0% of reportable payroll; NCDJPA 11.59% (FY23-24)
• PEPRA (hired date on or after 3/1/2013):
  • Formula: 2.0% @ 62 x years of service x final average monthly salary
  • Contributions: Employee 7.75% of reportable payroll; NCDJPA 7.47% (FY23-24)

NCDJPA does not participate in Social Security.
Paid Leave:

• Vacation Accrual Rates (per pay period):
  • 3.8 hours - beginning on the hire date
  • 5.5 hours - after the 4-year anniversary
  • 6.6 hours - after the 9-year anniversary
  • 7.6 hours - after the 14-year anniversary
  • 8.3 hours - after the 19-year anniversary
• Sick Leave: 4.16 hours per pay period.
• Holidays: NCDJPA recognizes eleven (11) holidays. In lieu of time off, Dispatch staff receive a lump sum payment each November equivalent to 132 hours of their hourly rate of pay.
  • Effective January 1, 2027, holidays will be paid and reported in the pay period in which they occur.

Health Insurance
Health, dental, and vision plans are available. NCDJPA will pay up to the amounts listed based on the medical insurance plan selected by the employee, with remaining funds available for dental and vision. Any unused premiums are deposited into a Health Reimbursement Arrangement (HRA).

• $2,763 per month for Family
• $2,095 per month for Employee +1
• $1,405 per month for Employee Only
• $400 - Opt out

An additional $250 will also be deposited into the individual employee's HRA monthly ($350 for management staff).

Short-Term and Long-Term Disability
NCDJPA provides both short-term and long-term disability at no cost to employees. Represented staff participate in State Disability Insurance (SDI) at the employee's cost.


Other Benefits

• $50,000 life insurance policy for each employee, paid by NCDJPA.
• Optional benefits (e.g. supplemental life, accident, etc.) at the employee's cost.
• Employees can sign up for a voluntary 457 deferred compensation plan with Voya.

Other Pay (benefits vary and may not apply to all employee groups)

• Education Incentive & Industry Certification Incentive - between $20 - $60 per pay period
• Bilingual, EMD Performance, Longevity, On-Call, Standby, Trainer

01


How will your education and experience help you to be successful at this job?
02


Describe your level of competency with Microsoft Office Suite - Excel, Word, PowerPoint, etc.
03


What are your experiences working in purchasing and with vendors?
04


Describe your file organization skills.
05


What is your approach to customer service?
Required Question