Administrative Assistant

Human Resources Department Administrative AssistantThis recruitment is set to close by November 17, 2026. All applicants are encouraged to apply promptly as this recruitment may close at any time without notice. The ideal candidate is highly organized and detail-oriented, with experience in clerical support, filing, records management, and accurate data entry. The candidate should demonstrate professionalism, discretion, and the ability to maintain confidential records while working closely with the Human Resources Manager. Experience in an administrative or public-sector office environment is preferred, with the ability to follow established procedures and support daily departmental operations.The Administrative Assistant provides clerical and routine administrative support to the Human Resources Department and works closely with the Human Resources Manager to support the department's daily operations. Responsibilities include organizing, filing, scanning, indexing, maintaining, and retrieving confidential personnel and departmental records; entering and updating information in designated databases and tracking systems; preparing, copying, processing invoices and assembling documents; maintaining electronic and physical filing systems; and assisting with document tracking, records organization, and other routine office functions. The position assists with ensuring that records are accurate, organized, accessible to authorized personnel, and maintained in accordance with established procedures and confidentiality requirements.Under close supervision, performs routine clerical, typing and customer service for the City of Norco.Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. Typical duties and responsibilities include answering and directing phone calls; greeting customers and directing to appropriate staff or department, and assisting customers with routine requests for information; opening, sorting, distributing and collecting mail for distribution or processing; maintaining log of requests and information, materials or services provided; following up on requests not closed in established amount of time; addressing and mailing information requested when possible. Maintaining office supplies and office equipment; maintaining inventory of supplies or goods and recording all sales transactions; scanning public documentation and placing in designated files; adding and balancing account payments; typing memoranda and correspondence; typing and editing a variety of materials; preparing routine responses to mail inquiries; maintaining and updating department database; editing and reviewing forms for conformance with established regulations and procedures to assist other staff as assigned. Assembling and typing financial and statistical data for various reports; processing cash receipts and making change; posting and balancing ledgers and creating warrants for check generation; maintaining and posting fixed assets and inventories; maintaining and distributing lists and schedules; filing, retrieving and re-filing reports and documents; pulling files and microfiche data as necessary for licensure or permits; copying files, reports and handouts; performing other related duties as assigned. When assigned to Human Resources, maintain a variety of confidential information and employee personnel files; assist HR Manager with recruitments, benefits, new hire orientations, trainings, customer service and any other duties related to making the division a success.This is a general employee position throughout the City. This position performs a variety of clerical duties. Administrative Assistant: Incumbents perform a wide variety of clerical duties. Incumbents normally work under direct supervision, but are also expected to work productively on an individual basis and/or in the absence of a supervisor. Based on experience and performance incumbents may advance to Sr. Administrative Assistant at the discretion of the Department Head subject to budget availability. This position has the majority of their interaction with the public and other City employees.The knowledge and abilities which are required to perform the duties and responsibilities of this class are as follows: Experience: One-year general office experience. Education: High School Diploma or equivalent. Some areas of assignment may require additional certification(s). Preferred qualifications: Equivalent to a Bachelor degree is preferred and experience within Human Resources department. Experience in municipal government or public sector Knowledge of office, clerical and customer service methods and techniques; basic bookkeeping practices; computer hardware, software and peripherals; business English usage, spelling, grammar and punctuation. Skill in responding to routine inquiries and complaints from citizens; assembling information and statistical data; type 45 WPM. Skill in oral and written communications and in establishing and maintaining effective working relationships. Good customer service skills. Prompt and regular attendance. The work environment characteristics described here are representative of those that must be met by employees to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee works under typical office conditions with exposure to computer screens, and the noise level is usually quiet. The employee will also be required to perform work in an outdoor environment and group setting; required to drive to various sites within and outside of the City. Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time. Essential functions may also require maintaining physical condition necessary for walking, standing or driving a vehicle. The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathematical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks and projects; and interacts with others encountered in the course of work.All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster. Employees must complete the required FEMA courses within six months of employment. Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process. Final appointments may be subject to a selection interview with the Department Director or designee and the remaining conditional steps in the hiring process. This position requires a conditional employment offer based on the successful completion of a drug and alcohol screening. The City of Norco is an equal opportunity employer and does not discriminate on the basis of race, color, ancestry, national origin, religion, creed, age, disability (mental and physical), sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sex orientation, gender identity, gender expression, medical condition, genetic information, marital status, or military and veteran status. The City is committed to making its programs, services and activities accessible to individuals with disabilities. If you require accommodation to participate in this recruitment, please contact Human Resources prior to the filing deadline. We will attempt to reasonably accommodate applicants with disabilities upon request. All employment offers are conditional based on the successful completion of a background investigation, physical and drug and alcohol screening at city expense and conducted by a physician designated by the city. All information on the application is subject to investigation and verification. Reference checks will be conducted by the City to include at least the following: (1) verification/reference from current and past employers, (2) fingerprinting and Department of Justice criminal background check, and (3) confirmation of necessary licenses, certificates, and/or diploma/degrees. Employees are enrolled in the Department of Motor Vehicles (DMV) government Employer Pull Notice Program. In accordance with the City's drug free workplace policy, all employment offers are conditional and based on successful completion of drug test. Class A drivers are enrolled in the Department of Transportation (DOT) random drug testing program. The City of Norco is an E-Verify employer. E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.