Management Assistant

MANAGEMENT ASSISTANT (CONFIDENTIAL) ADMINISTRATION DEPARTMENT Salary Range: $6,363.67 – $8,954.25 Monthly Plus Excellent Benefits Additional steps (Step F, Step G, and Step H) are available after five, ten, and fifteen years of service, respectively. Initial placement is at the entry point unless prior experience warrants a higher step. Enjoy a 9/80 work schedule with every other Friday off. This full-time position is on-site; remote work is not available. The City of Gilroy is an equal‑opportunity employer and supports workforce diversity, equity, inclusion, and belonging. ABOUT THE POSITION The City of Gilroy is recruiting a full‑time Management Assistant to support the Administration Department under the direct supervision of the Assistant City Administrator. The role involves municipal administration, records and contract processing, budget support, meeting coordination, customer service, and cross‑department operations. It offers exposure to public sector procedures, workflow improvement, and independent assignments. IDEAL CANDIDATE Experiences in a public sector or professional office environment. Exceptional customer service and a welcoming experience for residents, employees, and partners. Proficiency with modern office technology: spreadsheets, databases, word processing, and presentation software. Collaborative team player valuing professionalism and partnership. Project management skills from initiation to closure within time and requirement constraints. Positive, approachable demeanor with a can‑do attitude. Excellent organizational, prioritization, and time‑management skills. Strong written and verbal communication at all organizational levels. Flexibility and adaptability to changing priorities. Ability to thrive in a fast‑paced, demanding environment with minimal training. Energetic and excited to perform assigned work and accept new challenges. Experience researching contract services, drafting RFPs, and securing bids for contract administration. Commitment to retain the Management Assistant position and department for at least three years. RESPONSIBILITIES Collect and collate data related to financial, operational, programmatic, legislative, and performance matters. Analyze data as required. Research contract services and supply needs; develop contract terms and draft RFPs. Explain procedures and policies to the public. Interact with line staff, managers, department heads, City Council members, the public, and professional peers. Manage calendars for select executive or manager positions. Maintain knowledge of public administration principles, ordinances, laws, and regulations. Administer and maintain files, official records, and programs, including confidential items. Type letters, reports, and other documents; proofread and compare records; provide clerical support. Process incoming and outgoing mail and maintain mailing lists. Design, prepare, and assemble forms, folders, agendas, packets, brochures, fliers, and announcements for distribution. Provide customer service using proper procedures when greeting the public. Answer telephone calls, provide information, direct calls, perform outreach, and conduct telephone surveys. Pick up and deliver documents to other offices or agencies. Operate common office machines: telephone, multi‑function, calculator, postage meter, copier, computer, printer, fax, microfiche reader, OCR, lettering machine, blueprint machine, dictation equipment, binding machine; may operate two‑way radio. Use specialized software programs as required. Attend California Notary Public certification training and perform Notary duties. Participate in training and enrichment programs; may train others. Attend meetings; record and transcribe minutes; forward pertinent information. Attend evening meetings or work occasional evenings or Saturdays for meeting agendas. Make necessary arrangements for meetings. Perform other related duties as required. QUALIFICATIONS Any combination of education and experience equivalent to a bachelor’s degree, or 1.5 years of related work experience may substitute for one year of college education. Strong computer skills: word processing, spreadsheets, databases, PowerPoint, and email. Valid California Driver License and safe driving record. May need to obtain a commission as a Notary Public from California. Willingness to continue education and learning as changes occur. Must pass an employment background check including a Department of Justice criminal record check. May be required to undergo a post‑offer medical exam, including a drug test. Prefer non‑tobacco user. Bilingual Spanish/English desired but not required. EEO STATEMENT The City of Gilroy is an equal‑opportunity employer and supports workforce diversity, equity, inclusion, and belonging. #J-18808-Ljbffr