Administrative Assistant

Administrative Assistant

Join our Finance team as an Administrative Assistant and play a key role in supporting the daily operations that keep our organization running efficiently. Reporting directly to the Finance Director, this position provides high-level administrative support in a fast-paced and collaborative environment. The ideal candidate is organized, detail-oriented, and customer service focused, with strong communication and multitasking abilities. Successful candidates will demonstrate professionalism, discretion when handling confidential information, initiative, and the ability to effectively manage competing priorities while providing exceptional support to department staff and the public.

The City of Chino is a vibrant place to live, work, and play, that is recognized for its integrity and dedication to public service. Together we take pride in providing quality, caring service to our community. The City of Chino pursues excellence in all facets of our operations and services, guided by the following Organizational Values:

• Commitment to Our Community
• Integrity & Accountability
• Fiscal Responsibility
• Partnerships & Teamwork
• Innovation
• Communication & Engagement

The Finance Department is responsible for managing the City's fiscal operations and ensuring sound financial practices in compliance with state and federal laws. The Department oversees budgeting, accounting, cash management, purchasing, accounts payable, payroll, and utility billing to support effective financial planning and service delivery. Divisions within Finance handle critical tasks such as budget development, procurement, financial reporting, revenue administration, and investment, all aimed at maintaining a strong financial foundation. Committed to efficiency and accuracy, the Finance team plays a key role in managing public funds and enabling the City to provide high-quality services to the community.

As our new Administrative Assistant, you will:

• Provide direct, confidential, and complex office administrative support duties for the Finance director, and other department staff as needed.
• Schedule and coordinate meetings, appointments, seminars, conferences, training sessions, and travel arrangements for department staff; maintain calendars for management staff.
• Prepare, edit, format, assemble and distribute a variety of documents including memos, reports, forms, agendas, and other correspondence; serve as meeting secretary and prepare agendas and information packets.
• Distribute incoming mail; monitor and respond to incoming emails, requests for service and/or public records requests.
• Order office supplies, awards, plaques, and other needed supplies; monitors budget expenditures; maintains supply inventory.
• Tracks employee performance evaluation due dates; prepares, proofreads, prints, routes, and processes completed employee performance evaluation forms; ensures signed original evaluations are submitted to Human Resources.
• Prepare and processes Personnel Action Forms (PAFs) for a variety of personnel transactions including employee merit increases, new hires, promotions, transfers, budget allocation changes, and separations; serves as a liaison between Human Resources and department staff to address related personnel transactions.
• Process invoices; reconcile City credit card statements.
• Establish and maintain department files and file retrieval systems; creates and maintains confidential employee files; retains department files according to City records retention policies; coordinates destruction of records with the City Clerk's Office, as required.
• Develop new administrative processes to enhance efficiency and effectiveness of department operations and systems, as directed.

What We're Looking For

• Has knowledge of administrative principles and practices, including goal setting, time management, prioritization of tasks, and project management.
• Understands organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Has experience in providing a high level of customer service by effectively dealing with the public, vendors, contractors and City staff.
• Has the ability to maintain confidentiality and ensure discreet handling in all aspects of personnel or sensitive situations.

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Education: Equivalent to the completion of the twelfth (12th) grade.
• Experience: Four (4) years of increasingly responsible clerical and administrative experience.

Ready to Apply?

All applicants are required to apply online. The closing date is 5:00 PM Pacific, Monday, May 25, 2026. Applications must be complete and demonstrate that the minimum qualifications are met. Resumes and cover letters may be attached to the completed application form as supplemental information, but will not be accepted in lieu of an official application form. Applications will be screened and the most qualified candidates who best match the needs of the City will be invited to compete further in the examination process.

For questions regarding this recruitment, please contact Human Resources/Risk Management Analyst, Genevieve Hughes.