Administrative Assistant I/II (Part-time)

Administrative Assistant I/II (Part-Time)

The City of Elk Grove is now accepting applications for the position of Administrative Assistant I/II (Part-Time). Administrative Assistant I: $26.42 - $35.41 hourly. Administrative Assistant II: $29.19 - $39.13 hourly.

The Police Department is seeking an extremely motivated individual with superior interpersonal communication and organizational skills to join our team as a temporary, part-time administrative assistant. The ideal candidate will have excellent written and verbal communication skills, the ability to understand logistical information, high attention to detail, and a strong work ethic. This position will have the primary responsibility of assisting with travel coordination for the Police Department. Additional duties will be performed as necessary in support of the Office of the Chief. Tentative Recruitment Timeline: Filing Deadline: September 3, 2026 by 11:59 pm. Written Exam: September 10, 2026 (In Person). Selection Interviews: September 24, 2026 (In Person).

The City offers a competitive salary and generous benefit package including CalPERS retirement benefits, a deferred compensation match and more.

Elk Grove is a vibrant, family-friendly community of approximately 174,775 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

Representative Duties

Under immediate to general supervision, performs routine to advanced administrative support work in support of assigned programs, division, or department; coordinates assigned activities with other divisions, outside agencies, and the public; assists in the development of contracts, grants, and program deliverables; monitors budget expenditures; reviews and processes invoices, payments, and refunds; prepares, tracks, and maintains vendor contracts; provides information and assistance to other City staff and the general public regarding assigned programs, policies, and procedures; and performs related duties as assigned.

Receives immediate (Administrative Assistant I) to general supervision (Administrative Assistant II) from assigned management or supervisor personnel. Exercises no direct supervision over staff.

Administrative Assistant I: This is the entry level classification in the Administrative Assistant series. Initially under close supervision, incumbents learn and perform routine administrative and programmatic work in an assigned program, division, or department. As experience is gained, assignments become more varied, complex, and difficult. Close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of positions at the II- level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Administrative Assistant II: This is the journey level classification in the Administrative Assistant series. Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Examples of typical job functions (illustrative only):

• Receives and responds to requests for information, records, and documents; converts hardcopy records into digital formats; indexes digital records into an electronic records system; maintains electronic and hardcopy files; files and retrieves record copies; responds to public complaints.
• Participates in planning, coordinating, and implementing assigned programs, projects, and initiatives; participates in the development and implementation of program goals, objectives, policies, procedures, and priorities; participates in the development and implementation of strategies for the achievement of program goals; assists in monitoring assigned programs.
• Assists with the preparation and maintenance of department/division annual operating budget; records and monitors expenditures; keeps management informed on the status of budget line items throughout the fiscal year.
• Prepares, maintains, and verifies departmental accounting, financial, and grant records, ledgers, logs, and files; compiles, reviews, and records financial data to various departmental accounts; resolves discrepancies; establishes and maintains various files and records; reconciles and processes department transactions; prepares financial reports for management.
• Receives new contracts, assists in preparation of contract development; reviews contract agreements for changes and forwards to management for approval.
• Provides assistance to management staff; participates in and provides staff support to a variety of committees and boards; prepares and presents reports and other correspondence as appropriate and necessary; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Assists in organization and coordination of department/division workflow; makes recommendations to management on the same; develops and revises office forms and report formats as required.
• Coordinates attendance for staff at required and elective training; registers staff for training and conference events; maintains training records and associated training expenses.
• Coordinates travel for departmental personnel including flights, lodging, rental vehicles, and registrations; communicates travel arrangements; maintains and records travel spending for area(s) of assignment.
• Participates in community outreach and/or special events for assigned department; assists in event planning and coordination; prepare materials or presentations.
• Researches and reviews purchase requests for equipment and supplies; retrieves quotes or bids; documents inventory, purchases equipment and supplies and maintains equipment and supplies; verifies purchase records are accurate and resolve discrepancies.
• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft, modified standard format, and brief verbal instructions; develops, revises, and maintains standardized and master documents; composes correspondence and other documents.
• May provide clerical/administrative support for Commission/Committee meetings.
• Performs related duties as assigned.

Qualifications

Knowledge of:

• Basic techniques for administrative, financial, statistical, and comparative analyses.
• Customer service and public relations methods and techniques.
• Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.
• Methods and techniques of research and operational and administrative analysis.
• Organization and operation of municipal government.
• Pertinent federal, state, and local laws, codes, and regulations.
• Basic concepts for preparing and monitoring municipal budgets.
• Basic concepts of grant application and administration in a municipal setting.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
• The structure and content of the English language at a level necessary to successfully perform the duties assigned.
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan and organize work to meet changing priorities and deadlines.
• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.
• Basic accounting and bookkeeping principles and practices.
• Prepare and proofread correspondence.
• Understand and carry out verbal and written instructions.
• Work effectively in an environment with frequent interruptions and a high degree of public contact by phone or in person.
• Assist with the preparation and monitoring of departmental operational budgets and grants.
• Perform a full range of varied, complex, sensitive, and highly responsible office, administrative, secretarial, and routine programmatic support functions of assigned programs, division, and/or department with only occasional instruction or assistance.
• Prepare a variety of reports, charts, visual data representation, and other documents.
• Interpret and apply pertinent federal, state