Administrative Assistant

City of Claremont

The City of Claremont is hiring an Administrative Assistant for the City Manager's Office! This is a pivotal role at the center of City operations. We're looking for a proactive, detail-driven professional who excels at connecting people, solving problems, and making every interaction count. Candidate applications will be screened for minimum qualifications as well as against the pool of qualified applicants who apply. Applicants must be able to type 40 words per minute and attach a certified typing certificate to their application. See attached typing certificate requirements HERE. Successful candidates will be invited to attend a panel interview. Dates for recruitment processes are subject to change. Recruitment may close once a sufficient number of qualified applicants have been received. All candidates will be notified of their standing in the recruitment process via email.

OPEN DATE: May 18, 2026

CLOSE DATE: June 1, 2026

PANEL INTERVIEW: June 11, 2026

SECOND INTERVIEW: June 15, 2026

Please note: If you do not attach a typing certificate, your application will be considered incomplete.

The Administrative Assistant is an operational backbone of the City Manager's Office and is the person who keeps things moving, ensures nothing slips through the cracks, and brings order to a fast-paced environment. You'll handle a wide range of responsibilities, including processing correspondence, accounts payable, and supply orders; maintaining databases, spreadsheets, and filing systems; proofreading public-facing materials and staff reports and preparing Brown Act meeting agendas and minutes; managing a busy phone line; and supporting elected officials and executive staff. Beyond the day-to-day, this role offers the opportunity to help coordinate internal Citywide events and contribute to meaningful community programs. Hours of work for this position are Monday thru Thursday, from 7:30 am until 6:00 pm (38-hour work week). The Administrative Assistant may be required to work flexible hours, including some early mornings and late evenings on occasion.

The ideal candidate is highly organized, detail-oriented, and thrives in an environment where priorities can shift quickly. Strong written, phone, and interpersonal communication skills are essential, as is an understanding of the discretion and professionalism expected in a City Manager's Office. We are looking for someone who takes initiative, follows through, and is always looking for smarter ways to get things done. Experience in public sector office administration is a plus, but attitude, professionalism, and work ethic matter just as much. Above all, the ideal candidate is committed to serving the Claremont community and brings that dedication to everything they do.

Experience: Two years of office experience in a fast-paced, multi-tasking office environment. Applicants must be able to accurately type at least 40 words per minute and have a certified typing certificate.

Education: High school graduate or equivalent, with specialized classes in administrative and office procedures.

Licenses: Possession of a valid Class C California driver's license.

Highly Desirable: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort navigating digital workplace tools. Strong written communication and proofreading skills, with a sharp eye for detail in public-facing materials and internal documents.

REASONABLE ACCOMMODATION: The City of Claremont is committed to providing reasonable accommodation to applicants as required by the Americans with Disability Act (ADA) and Fair Employment and Housing Act (FEHA). Individuals with qualified disabilities who need reasonable accommodation during the selection process or in the performance of their duties must specify the accommodations needed, in writing, at the time when the employment application is submitted.

EQUAL OPPORTUNITY EMPLOYER: The City of Claremont is an Equal Opportunity Employer, committed to supporting Diversity, Equity, and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.