Program Assistant I/II/ III

The Position

The City of Encinitas is seeking a customer-serviceoriented Program Assistant to support operations at the City Hall Front Counter. This role serves as the first point of contact for community members, visitors, and callers, providing clear, friendly, and accurate assistance. The Program Assistant performs a wide range of administrative and clerical tasks that contribute to efficient departmental operations and ensure the public receives timely, helpful information.

The ideal candidate is organized, reliable, and able to work independently while managing multiple responsibilities in a fast-paced public environment and if you're ready to bring your unique strengths, and energy to our team, we encourage you to apply and help us serve our engaged community!

Examples of Important & Essential Duties (included but not limited to)

• Responds to requests for information from the general public; answers routine questions; directs visitors to appropriate locations.
• Performs various clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; distributing mail; making photocopies; performing data entry; preparing mass mailings; typing; and word processing.
• Receives, sorts, and distributes various correspondences to personnel.
• Types, word-processes, or does data entry for a variety of documents, which may include: meeting minutes, newsletters, lists, flyers, reports, press releases, contracts, calendars, rosters, and/or other related materials.
• Files documents alphabetically, numerically, or by other prescribed methods.
• Assists in scheduling programs, events, conference rooms, travel itineraries, appointments, meetings, and/or other related events.
• Prepares and maintains a variety of files; gathers information, reports, papers, and records; disseminates information to individuals.
• Processes routine financial paperwork, which includes requisitions, deposits, billings, and/or other related paperwork.
• Determining which administrative, support, or clerical tasks are essential to the accomplishment of the department or division's desired service or product and self-direct the accomplishment of the task.
• Performs responsible technical and program specific Administrative Support work with accuracy, speed, and minimal supervision.
• Interprets and applies administrative and departmental policies and procedures.
• Works independently in the absence of supervision.
• Performs other duties of a similar nature or level.

The ideal candidate will have knowledge of applicable principles and practices in assigned program area; applicable Federal, State, and Local laws and regulations; data collection methods; modern office practices and equipment; English usage, spelling, grammar, and punctuation; records maintenance principles; customer service principles. The ideal candidate will have skills in: providing customer service; using a computer and related software applications; handling multiple tasks simultaneously; maintaining files, records, databases, and other related systems; collecting data; preparing reports; preparing business correspondence; using modern office equipment; communicating laws, codes, regulations, policies, and procedures; communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Minimum Qualifications

High School Diploma, or General Equivalency Diploma (G.E.D.) and two years of increasingly responsible administrative, secretarial, and clerical support experience and/or customer service experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Experience in the specific area of assignment is desirable.

Application Process and Deadline

A completed application with an attached resume is required. Incomplete application packets are not reviewed. Deadline to submit an application is Thursday, July 23, 2026. Don't delay, apply today! The City of Encinitas and the San Dieguito Water District provide equal opportunity employment for all persons without regard to race, color, religion/religious creed, sex, sexual orientation, national origin, gender, gender identity, gender expression, physical disability, mental disability, marital status, age, ancestry, genetic information, medical condition, political affiliations, veteran status, Family Leave Act status, AB60 CA Driver's License status or status with pregnancy, child birth or breastfeeding. The City and Water District encourage minorities, disabled persons and women to apply. Qualified applicants who move to the next level of the selection process must notify the Human Resources Office if accommodation is needed. A thorough background check will be conducted for the candidate(s) seriously considered for the position including fingerprinting and reference checking. A contingent job offer may be given pending the results of medical evaluation, which includes a physical and drug and alcohol screening. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.