Administrative Assistant - Utilities Division

Salary : $50,104.14 - $63,946.99 Annually Location : City of Upland, CA Job Type: Full Time Job Number: 2622 Department: Public Works Department Opening Date: 06/04/2026 Closing Date: 6/21/2026 11:59 PM Pacific JOIN #TEAMUPLAND Are you a highly organized, detail-oriented professional who thrives in a fast-paced environment? City of Upland is seeking a reliable and proactive Administrative Assistant to support our team and help keep daily operations running smoothly. This is a great opportunity for someone who enjoys multitasking, communicating effectively, and being the go-to person for administrative support. For more details, view the complete job description: Experience the rewards of your hard work-comprehensive benefits, including upcoming COLAs, that support your well-being, growth, and success! 3% increase in base effective 6/21/26 3% increase in base effective 6/20/27 ESSENTIAL DUTIES AND RESPONSIBILITIES Why Join Us? We offer a supportive and engaging work environment where your administrative expertise will be highly valued. This role is an excellent opportunity to work closely with leadership and make a real impact on the success of our team. If you're someone who thrives in a fast-paced environment and enjoys a diverse set of responsibilities, we'd love to hear from you! Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job. Types, formats, edits, revises, proofreads, and prints reports, correspondence, memoranda, transmittal sheets, agreements, contracts, legal documents, ordinances, resolutions, technical charts and tables, and other specialized and technical materials; types from rough notes, drafts, dictation, modified standard formats and brief oral instructions; edits and revises materials; develops, revises, and maintains standardized and master documents; composes correspondence, reports, and informational materials; assists in designing and producing technical information handouts. Answers, screens, and refers visitors, e-mails, and telephone calls; calendars appointments; assists customers at a public counter and by telephone; responds to complaints from customers and the public, refers complaints to appropriate staff and/or takes or recommends action to resolve the complaint. Maintains departmental personnel files; prepares personnel documents; processes and distributes time sheets; maintains attendance and leave records. Copies, compiles, and distributes a variety of contracts, reports, and documents. Prepares and issues permits; collects and processes permit fees and purchase requisitions for payments. Applies a variety of database, spreadsheet, word processing, and graphics software programs and functions for departmental and division records and reports. Organizes and maintains databases and determines how information can be extracted for various department reports. Composes letters, correspondence, and reports for review by department managers and supervisors. Drafts legal notices; types and mails meeting notices to applicants, property owners, and other interested parties; drafts procedures and arranges for publication of legal notices; may maintain files of Certificates of Publication; may verify publication invoices. Organizes and maintains department contracts, records, bid documents, proposals, and related information. Updates department online forms and track class registrations on website or internal software applications, as assigned. Assembles agenda packets and hearing case files as assigned; ensures all information is accurate and files are complete; drafts legal notices; types and mails meeting notices to applicants, property owners and other interested parties; drafts procedures and arranges for publication of legal notices; maintains files of Certificates of Publication; and verifies publication invoices. Complies with City and mandated safety rules, regulations, and protocols. Process and track departmental invoices to ensure timely payment. Performs other duties as assigned. QUALIFICATION GUIDELINES Do you possess the following skills that will make you an invaluable member of our team? Knowledge of: Administrative principles and practices, including goal setting, time management, prioritization of tasks, and project management. City organization, ordinances, rules, policies, and procedures applicable to departmental operations. Office administration practices and procedures. Basic research methods and techniques. Database administration practices. City-wide as well as departmental and divisional administrative procedures, practices, and principles. Principles and practices of sound business communication. Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. Rules and procedures governing the notice and conduct of public meetings. Record keeping, filing, purchasing, and accounting practices and procedures. Business arithmetic. Business letter writing and the standard format for reports and correspondence. Writing and editing skills, including proofreading, grammar checking, and formatting of memoranda, templates, policies, and procedures. Record retention and destruction policies and procedures. City and mandated safety rules, regulations and protocols. Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. Ability to: Provide varied and responsible office administrative work requiring the use of tact and discretion. Enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work. Interpret, apply, explain, and reach sound decisions in accordance with laws, regulations, policies, and procedures. Organize and maintain office, specialized, and sensitive files. Maintain confidentiality and ensure discreet handling in all aspects of personnel or sensitive situations. Make accurate arithmetic calculations. Compose correspondence and reports independently or from brief instructions. Understand and follow written and oral instructions. File and maintain automated and hardcopy records, logs, and inventories with accuracy. Prepare a variety of confidential documents. Prepare clear, accurate, and concise records and reports. Use tact and discretion in dealing with sensitive situations and concerned people and customers. Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. PHYSICAL AND MENTAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. WORK ENVIRONMENT: Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. IMPORTANT INFORMATION: Application Process: A competitive review of applicants' experience and qualifications will be conducted. Based on that evaluation, a limited number of applicants whose qualifications best meet the current needs of the City of Upland will be invited to participate in the next step of the examination process. The examination will include a qualifications appraisal interview. Qualified candidates will be provided with more details prior to the start of the examination process. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. To view benefits for this position, please click 01 The purpose of this Supplemental Questionnaire is to assess your qualifications, training and experience in specific job relevant areas. The information you provide will be reviewed and used to determine if you move forward in the selection process. Incomplete responses (such as N/A or see resume), false statements, omissions, or partial information may disqualify you from the selection process. Your responses to the supplemental questions must be supported by the information you included in the Work Experience portion of the application. I have read and understand the statement concerning submission of supplemental questionnaire responses. Yes No 02 What is the highest level of education you have completed? Did not graduate High School Graduation from High School or GED equivalent Associate's degree or equivalent Bachelor's degree Master's degree 03 How many years of increasingly responsible office administrative, customer service, and/or secretarial experience do you have? I do not have any relevant experience/background. Less than two (2) years of qualifying experience. Two (2) to three (3) years of qualifying experience. Three (3) or more years of qualifying experience. 04 Please briefly describe your office administrative, customer service, and/or secretarial experience. Your response should include your employer, job title, level of responsibility and length of time in the position. If you do not have related experience, please type N/A in the box below. Note: Experience should also be indicated in the Work Experience portion of the application. 05 Do you possess any experience in the public sector or a municipal government setting? Yes No 06 If you indicated YES in Question 5, please provide details surrounding your experience. Your response should include your employer, job title, level of responsibility and length of time in the position. If you responded NO to Question 5, please type N/A in the box below. 07 Do you have experience working in a utilities department? Yes No 08 Do you currently have a valid California driver's license, an acceptable driving record and evidence of insurability? Yes No 09 Applicant Acknowledgement - Application Complete: Thank you for taking the time to complete this application and supplemental questionnaire. Please be sure to review all information provided prior to submitting it as you cannot update or revise it once submitted. Your submitted application will be reviewed and evaluated as is. Please do not refer to a resume or other documentation in lieu of completing the employment history section or responding to the supplemental questions; they will not be reviewed or considered.Once your application has been successfully submitted, you will receive an onscreen confirmation and an email confirmation will be sent to the email address listed on your application. We recommend that you save and/or print these for your records. Please note, if you do not receive an onscreen confirmation and an email acknowledging our receipt of your application we have not received your application. I acknowledge that I have reviewed my application and understand that I will not be able to update or revise any part of it once submitted. Required Question