Management Assistant (City Clerk's Office) (Full-Time)

Management Assistant

There is currently one (1) vacancy for a Management Assistant full-time position in the City Clerk's Office. The Management Assistant position will focus on providing administrative support to the department, including but not limited to processing of Public Records Act requests, contract administration and management, and records management. The ideal candidate for this position is highly organized, has the ability to independently reprioritize work assignments quickly and effectively, has strong attention to detail in order to produce accurate and thorough work, and has the ability to maintain a high level of customer service while enforcing applicable laws and City procedures.

This recruitment process is open until filled and may close at any time without notice. Interested individuals are encouraged to apply immediately. The first review of applications will be completed on September 4, 2026, or when 25 qualified applications are received, whichever occurs first. Applications submitted after this point may not be considered. A resume, compelling cover letter addressing your education, your work experience performing a variety of administrative and technical office support duties, and the degree you hold must be submitted with your online application to be considered complete. Applicants appearing best qualified based upon a review of the application, attachments, and responses to supplemental questions will be invited to participate in the next step of the process.

Under general supervision, provides a wide variety of specialized and technical administrative and basic professional support to management, professional, and supervisory staff; performs technical and paraprofessional support work related to the division or department to which assigned; implements, and participates in technical processes, procedures, and programs; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs related work as required.

Receives general supervision from assigned supervisory or management personnel. May exercise technical and functional direction over and provide training to assigned administrative support staff.

This classification is the paraprofessional, bridge-level class between the office support and Management Analyst class series and provides specialized, technical, and basic professional support to an assigned division or department. The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with staff and the public, as well as performing various basic research functions. 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. This class is distinguished from the Administrative Assistant series by performing more specialized and technical tasks, as well as, basic professional-level support requiring additional experience and/or training, i.e., typically a four-year college degree. This class is further distinguished from the Management Analyst I by the greater scope of the work, level of independent judgment and decision-making, and the analytical, budgetary and/or programmatic responsibilities of the latter class and that the Analyst is a full professional-level classification.

Examples Of Duties

Examples of essential job functions (illustrative only):

• Performs technical administrative and basic professional assistance and support duties for an assigned division or department; implements and participates in various technical processes, procedures, and programs; provides information and assistance internally and to the public on technical processes, procedures, and programs.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, preparing contracts and agreements, attending meetings, and serving on various task forces and committees.
• Assists management and professional staff in performing and conducting studies, special projects, and administrative activities; performs data collection and analysis; prepares technical reports, issues permits, processes applications, and performs other technical work related to the department to which assigned; independently prepares correspondence; performs specialized projects as assigned.
• Compiles information and data for administrative, statistical, and financial reports; checks, tabulates, and performs basic analysis of statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of basic accounting and financial records related to the assigned functional area.
• Assists in the preparation of, makes recommendations regarding, and monitors department/division budget relative to assigned area(s) of responsibility.
• Demonstrates a full understanding and ensures compliance with applicable federal state and local laws, resolutions, and ordinances as well as City policies and procedures; writes, implements, and trains employees from other departments on applicable policies and procedures.
• Verifies, posts, and records a variety of transactions; prepares and maintains spreadsheets, records and a variety of periodic and special reports.
• Organizes, maintains, and updates departmental record systems; enters and updates information with departmental activity and report summaries; establishes and maintains specialized software systems and databases related to technical areas of responsibilities; prepares documents for imaging; periodically reviews and purges files in accordance with the City's records retention policy.
• Processes bills and invoices for payment; prepares and transmits a variety of financial documents; maintains records of purchase orders, expense statements, and other fiscal transactions.
• Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into computer system; ensures issuance of purchase orders; prepares demand for payment for management approval.
• Acts as the City's representative and liaison on relevant topics, including responding to questions and comments from the public in a courteous and timely manner and collaborating with involved parties to reach resolutions on identified issues.
• Evaluates the efficiency and effectiveness of operation in the assigned function(s), project(s), program(s), or department and provides recommendations for improvements.
• Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting.
• Assists in the preparation of requests for proposals and bids and administers consultant contracts.
• Prepares and maintains procedure manuals related to area of assignment.
• Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
• Coordinates and integrates department services and activities with other City departments and outside agencies.
• Maintains calendar of activities, meetings, and various events; assists with task prioritization; follows up on assigned projects to meet deadlines.
• May prepare committee and/or board agendas.
• Receives calls and visitors; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Receives and records bids, including stamping and proper handling of bids.
• Performs other duties as assigned.

Typical Qualifications

Knowledge of:

• Basic principles and practices of public administration as applied to program administration.
• Basic government agency programs such as finance, budgeting, procurement, human resources, government relations, and/or other related programs.
• Basic organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Research and reporting methods, techniques, and procedures.
• Departmental practices and procedures and applicable City policies.
• Applicable federal, state, and local laws, codes, regulations, and departmental policies, technical processes, and procedures.
• Principles and practices of data collection and report preparation.
• Modern office practices, methods, and equipment, including computer equipment.
• Word processing methods, techniques, and programs; general accounting methods, procedures, and terminology; database and spreadsheet applications and programs.
• Principles of business letter writing.
• Principles of record keeping and cash handling.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Assist in the development of goals, objectives, policies, procedures, and work standards for assigned unit/division.
• Conduct basic management, financial, and administrative studies.
• Analyze, interpret, summarize, and present administrative, financial, operational, and technical information and data in an effective manner.
• Learn sources of information related to City programs, projects, services, and administration.
• Learn, interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations, technical written material, and District policies and procedures.
• Perform accurate mathematical and statistical calculations.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Interpret and apply administrative and departmental policies and procedures.
• Understand the organization and operation of the City and of outside agencies as necessary to assume