Administrative Assistant

Salary : $56,650.71 - $72,517.73 Annually Location : City of Brea-Civic Center Job Type: Full-Time Job Number: 2026-00037 Department: Management Services Division: City Manager Office Opening Date: 10/21/2026 Closing Date: Continuous Description Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. This recruitment may close at any time; all interested candidates are encouraged to apply immediately. First review of applications will be completed the week of November 2, 2026. The eligibility list established from this recruitment may be utilized to fill future Administrative Assistant vacancies. The City of Brea is seeking a detail-oriented, highly organized, and service-driven Administrative Assistant to provide administrative and operational support to the City Manager's Office. The Administrative Assistant plays a vital role in keeping the City Manager's Office running smoothly by coordinating administrative functions, managing competing priorities, and ensuring important details are not overlooked. Responsibilities include processing correspondence, accounts payable, and supply orders; maintaining databases, spreadsheets, and filing systems; proofreading public-facing materials; and providing backup support to the City Clerk's Division and other departments with public records requests, Brown Act meeting agendas, and minutes. The position also manages phone lines and provides support to elected officials and executive staff. In addition to daily administrative responsibilities, this position offers opportunities to assist with internal departmental and Citywide events and contribute to programs that positively impact the community. This is an excellent opportunity for a proactive professional who enjoys working in a dynamic environment and takes pride in providing exceptional administrative support. Work Schedule This position follows a 9/80 work schedule, with regular hours Monday through Thursday, 7:30 a.m. to 5:30 p.m., and every other Friday, 8:00 a.m. to 5:00 p.m. Occasional flexibility may be required to accommodate early morning or late evening meetings, events, and other City business. Ideal Candidate The ideal candidate is a dependable, responsive, and service-oriented professional who thrives in a fast-paced environment where priorities may shift quickly. They possess strong written, verbal, telephone, and interpersonal communication skills and understand the importance of discretion, sound judgment, and professionalism when supporting the City Manager's Office. We are looking for someone who takes initiative, anticipates needs, follows through on assignments, and continually seeks opportunities to improve processes and work efficiently. Experience in public sector administration is desirable, along with the ability to manage multiple tasks, maintain accurate records, and deliver high-quality work with attention to detail. Above all, the successful candidate will demonstrate a commitment to public service and take pride in supporting the City's leadership, employees, and community. DISTINGUISHING CHARACTERISTICS To perform a variety of responsible, complex and sensitive administrative duties for a small department or major division; coordinate calendars, schedule meetings and training and perform specialized and specific duties in a functional area of a department or office. Administrative Assistant This class is distinguished from general clerical classes by the more complex, responsible, and sensitive duties related to its functioning as the direct assistant to a department director or division manager, and by the responsibility for supervision of clerical support functions within the department or division. It is distinguished from the Executive Assistant classification in that it does not provide administrative support for the director of a department with two or more major operating divisions. SUPERVISION RECEIVED AND EXERCISEDAdministrative Assistant General supervision is provided by higher level management. Responsibilities include functional supervision of subordinate clerical positions. Examples of Duties Essential job functions include, but are not limited to, the following: (These functions may not be present in all positions in this classification. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.) Perform a variety of administrative tasks including accurate typing, proofreading, spelling, grammar, filing, editing, and operation of applicable software and other automated systems. Perform a variety of specialized administrative support duties and other tasks related to the functions of the assigned department. Compose routine correspondence not requiring the department director's or division manager's personal attention. Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information regarding the intent of instructions, precedents and regulations. Participate and assist in the administration of a department or division; prepare comprehensive reports, compile annual budget requests, and recommend expenditure requests for designated accounts. Recommend organization or procedural changes affecting clerical activities. Relieve the department director or division manager of routine personnel, budget payroll and purchasing duties. Research, compile, and analyze data for special projects and various reports. Initiate and maintain a variety of files and records for information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials. Manage calendars, schedule appointments and coordinate meetings. Arrange travel, conferences, and meetings. May serve as clerk to a board or commission, preparing the agenda, assembling background materials, and taking minutes of the meetings. May supervise, train, and evaluate subordinates. Perform related duties as assigned. Click for additional information on the Administrative Assistant job description Typical Qualifications Experience and Education To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge and abilities, and enable the individual to successfully perform the essential functions of the position. A typical combination is: Experience Three years of increasingly responsible clerical experience including one year experience comparable to that of an Administrative Clerk II clerical class in the City of Brea. Education Equivalent to the completion of the twelfth grade including or supplemented by specialized clerical courses. Supplemental Information TO BE CONSIDERED If you are interested in this outstanding opportunity, please visit to submit a City of Brea electronic employment application. Applicants are encouraged to apply early. Resumes cannot be accepted in lieu of a City of Brea employment application. The City of Brea cannot accept responsibility for notifying candidates of incomplete applications. It is the candidate's responsibility to make sure the application is properly submitted. THE SELECTION PROCESS Shall consist of three phases: (If you should need assistance in completing the employment application, or in participating in the selection process, please notify Human Resources prior to the filing deadline.) Phase One - Application Review: The first phase of the selection process shall be a detailed review and appraisal of each candidate's application. Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the selection process. No weight shall be assigned to this phase of the selection process. Phase Two- Written Exam: Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the recruitment process. Candidates who receive a minimum score of 70% on this phase may be invited to the next phase of the recruitment. Phase Three- Oral Appraisal Interview: Candidates who receive a minimum score of 70% on this phase shall have their name placed on the Eligibility List for Administrative Assistant. Eligibility Lists are generally valid for one year. Once the list is established, the hiring department may conduct follow-up assessments. Prospective candidates must successfully complete a thorough background review. Upon a contingent offer of employment, prospective candidates must successfully complete a medical examination and provide proof of legal work status. All new employees will be fingerprinted as a part of the employment process and a criminal history check will be conducted with the Department of Justice and Federal Bureau of Investigation. In accordance with Government Code Section 3100, in the event of a disaster, City employees are considered disaster service workers and may be asked to respond accordingly. THE CITY OF BREA RECRUITS, HIRES AND PROMOTES WITHOUT REGARD TO RACE, COLOR, RELIGION, PHYSICAL DISABILITY OR CONDITION, GENETIC INFORMATION, SEX, SEXUAL ORIENTATION, AGE, OR NATIONAL ORIGIN, EXCEPT IN THOSE SPECIFIC INSTANCES WHEREBY A BONA FIDE OCCUPATIONAL QUALIFICATION DEMANDS OTHERWISE. THE CITY OF BREA HIRES ONLY UNITED STATES CITIZENS OR LAWFULLY AUTHORIZED ALIENS. The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice. The City of Brea offers a comprehensive benefit package for eligible employees and their dependents for the Brea City Employees' Association (BCEA) members, including: SALARY RANGE: Composed of eleven (11) steps. Merit step increases are based on satisfactory performance. RETIREMENT: Membership in CalPERS. Classic CalPERS members will be enrolled in the 2% @ 55 retirement formula and pay the employee's 8% share. New CalPERS members, or returning CalPERS members with a break in service greater than six months, will be enrolled in the 2% @ 62 retirement formula and will be required to pay 50% of the normal CalPERS cost. The City does not participate in Social Security; however, employees pay the cost to participate in Medicare. HEALTH INSURANCE: The City provides up to $2,100 per month towards health insurance for employee and dependents through the CalPERS Health Benefit program. Alternatively, there is a $325 medical opt out payment for employees who are insured outside the City's insurance coverage. GROUP INSURANCE PROGRAMS: Available to eligible City employees and qualified dependents. These programs include dental, vision, supplemental life and accidental death and dismemberment insurances. FLEXIBLE SPENDING ACCOUNTS: Available where employees use pre-tax salary to pay for regular child care, adult dependent care and/or medical expenses. RETIRMENT SAVINGS ACCOUNT: The City offers a voluntary 457 (b) Deferred Compensation Plan for an additional tax-deferred savings option. WELLNESS REIMBURSEMENT: Up to $500 per fiscal year to be paid out in the second pay period of July for employees who are on payroll on July 1. BILINGUAL PAY: $100 per month for eligible languages in addition to English. TUITION/CERTIFICATE REIMBURSEMENT: Employees are eligible for tuition reimbursement/certificate reimbursement based on their bargaining group. HOLIDAYS: Twelve (12) designated holidays provided per year. GENERAL LEAVE: Employees shall earn and accrue vacation and sick leave time based on their bargaining group. UNIFORM ALLOWANCE: Employees under the eligible classifications shall earn a lump sum uniform allowance up to $700 per fiscal year. For a more detailed overview of the benefits, review the Memorandum of Understanding at: Click on the links under "General Employees Unit". 01 Did you retire from an agency under the California Public Employees' Retirement System (CalPERS)? Yes No 02 How many years of highly responsible clerical/office experience do you have working with executive-level staff, senior management, or elected officials? No Experience Less than 1 year 1-2 years 3-4 years 5+ years 03 Please indicate your level of experience coordinating meetings, travel, or executive schedules. No Experience Basic Experience- Assisted with scheduling occasionally Intermediate Experience- Regularly managed calendars and meeting coordination Advanced Experience- Coordinated management level calendars, prioritized competing demands, and managed scheduling conflicts Extensive Executive-level Experience- Managed Executive level and multiple management schedules and high-volume calendar operations in a fast-paced environment 04 Do you have administrative experience in a public sector agency, if so which one? If you do not possess public sector experience, please select "N/A". Please note that all experience MUST be detailed in the work experience section of your electronic application. City County Public Education Special District Other N/A 05 If you have worked in a public sector agency, please select the departments you have experience working in. If you have not worked in a public sector agency, please select "N/A." Please note, if you select anything other than N/A, your application MUST indicate your employment experience. (Select all that apply) Human Resources City Manager's Office/City Clerks Finance/Payroll Public Safety (Fire or Police) Public Works/ Community Development Community Services/Parks and Recreation Other N/A 06 Which of the following job functions have you performed as a primary job duty in a paid position? (Select all that apply) Act as a liaison between the department, elected officials, boards, commissions, and the general public Assist with and respond to general requests and/or complaints from the public or internal customers Using a computer to research, retrieve, and/or revise information on records requests Manage department manager/executive calendars and schedule relevant appointments Planning, organizing, and coordinating agency-wide special events None of the above 07 This position has a high degree of interaction with community members, executive-level staff, and City Council members. Describe your experience working with executive-level staff and elected officials. If none, please write N/A. Required Question City of Brea, CA