Administrative Assistant - Maintenance Yard

Administrative Assistant

Under general supervision of the Analyst-Public Works Maintenance Services, the Administrative Assistant provides comprehensive administrative and clerical support across the Maintenance Services Division (MSD). MSD oversees four operational areas -Fleet, Facilities, Traffic Operations, and Street Maintenance -and administers the TeamUp Lancaster community beautification program. This position serves as the administrative hub for a division that generates a high volume of procurement transactions, work order documentation, timecard activity, contract compliance obligations, and public-facing communications. The Administrative Assistant is expected to work independently, manage competing priorities under time pressure, exercise sound judgment in routine decision-making, and maintain confidentiality across a range of sensitive personnel and procurement matters.

Duties may include, but are not limited to, the following:

• Process invoices, purchase orders, and payment requests in Tyler ERP (Munis); ensure accurate coding, documentation, and timely approval routing across all MSD fund accounts.
• Assist with the preparation, monitoring, and documentation of division budgets across multiple fund accounts.
• Coordinate with Purchasing and Contract Services on RFP and contract administration; maintain vendor files, contract logs, and expiration tracking for MSD service agreements.
• Track and process procurement card (P-card) transactions; reconcile statements and ensure compliance with City purchasing policies.
• Process timecard corrections and adjustments for MSD field and administrative staff in accordance with City payroll deadlines and procedures.
• Serve as the division's point of contact for payroll-related inquiries; coordinate with Human Resources and Finance to resolve discrepancies. Support labor compliance obligations including certified payroll review, Levine Act documentation, and prevailing wage tracking for applicable MSD contracts and projects.
• Prepare, proofread, format, and distribute a variety of correspondence, reports, memos, and presentations on behalf of MSD management.
• Process and track RFI damage claims and reimbursement requests; coordinate with Risk Management and City Attorney as needed.
• Manage the Assistant Director's calendar, including scheduling meetings, coordinating with internal and external stakeholders, preparing agendas, and ensuring timely follow-up on action items.
• Arrange and support division-wide meetings, team events, and City conferences; prepare materials, reserve facilities, and coordinate logistics.
• Coordinate travel arrangements and prepare reimbursement documentation for MSD management staff.
• Serve as the primary administrative point of contact for MSD; receive and direct in-person, phone, and email inquiries from City staff, contractors, vendors, and the public.
• Support Tyler and other work order systems as needed; assist with data entry, reporting, and documentation related to MSD service delivery tracking.
• Receive, sort, and distribute incoming and outgoing correspondence, mail, and inter-office communications.
• Maintain division office supplies, equipment, and filing systems; coordinate facility needs and service requests for MSD administrative spaces.
• Build and maintain effective working relationships with co-workers, other City departments, contractors, community organizations, and the public using principles of good customer service.
• Drive a City vehicle as required.
• Perform related duties as assigned.

The duties listed above are not intended to be all-inclusive. An employee may also perform other related duties as assigned by their immediate supervisor. This position is considered (exempt).

Minimum Qualifications:

• High school diploma or equivalent required; Associate degree or higher preferred. College coursework in business administration, public administration, or a related field may substitute for up to six (6) months of required experience.
• Three (3) years of progressively responsible administrative or clerical experience in a public agency, government, or similarly complex organizational environment.
• Proficiency in Tyler ERP (Munis) or comparable municipal ERP/financial management system strongly preferred.
• Valid California Driver's License.

Required Knowledge, Skills, and Abilities:

• Thorough knowledge of modern office practices, procedures, and equipment.
• Working knowledge of municipal budget processes, procurement policies, and contract administration.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); ability to learn and apply City-specific systems including Tyler ERP, Comcate, and other platforms.
• Ability to manage multiple concurrent tasks and deadlines with accuracy and minimal supervision.
• Strong written and verbal communication skills; ability to prepare clear, professional correspondence, reports, and presentations. Ability to handle sensitive and confidential information with discretion and professionalism.
• Ability to establish and maintain effective working relationships with staff at all levels, elected officials, contractors, vendors, and the public.
• Strong organizational and records management skills; ability to maintain accurate and auditable files and documentation systems.

Desired Characteristics:

• Self-directed and proactive; able to anticipate the needs of division management and take initiative without waiting for specific direction.
• Comfortable working in a fast-paced, field-oriented division environment where priorities shift and deadlines are frequent.
• Collaborative and service-minded; approaches internal and external customers with professionalism and a genuine commitment to follow-through.
• Detail-oriented with a high standard for accuracy in financial, payroll, and compliance documentation.

Core Competencies:

• Problem Solving -Analytically and logically evaluating information, identifying issues, and recommending solutions
• Learning Agility - Seeking learning opportunities and applying lessons to improve work quality and efficiency
• Handling Stress - Maintaining composure, accuracy, and professionalism under time pressure and competing demands
• Professional Integrity & Ethics - Displaying honesty, discretion, and personal accountability in all aspects of the role
• Safety Focus - Remaining vigilant to health risks and safety concerns in the workplace
• Customer Focus - Attending to the needs and expectations of internal and external customers
• Informing - Proactively obtaining and sharing information to keep management and staff well-informed
• Teamwork - Collaborating with others to achieve shared goals across a multi-team division
• Valuing Diversity - Appreciating the benefits of varied backgrounds and perspectives in the workplace
• Allocating Resources - Prioritizing the use of fiscal and material resources to support organizational effectiveness

Guiding Principles:

• Put people first.
• Be visionary.
• Be an ambassador for Lancaster.
• Be Fiscally Responsible.
• Be Creative.
• Always Improving.
• Be Adaptable and Resilient.

Physical Requirements & Working Conditions:

• Essential Physical Requirements:
• Position self to bend, reach, or twist (frequent)
• Move, transport, or position items up to 25 lbs. (moderate)
• Remain in stationary seated position for extended periods (frequent)
• Ascend/descend stairs (moderate)
• Exposure to outdoor weather conditions when visiting field sites or City facilities (infrequent)
• Environmental Factors:
• Work under time pressure and competing deadlines (frequent to continuous)
• Interruptions requiring task-switching and reprioritization (frequent)
• Essential Cognitive Functions:
• Analyze financial, compliance, and administrative data (continuous)
• Perform computations and numerical reconciliations (frequent)
• Generate written work product including correspondence, reports, and memos (frequent)
• Independent problem solving under limited supervision (continuous)
• Maintain positive public and interdepartmental relations (continuous)
• Organize and manage multiple simultaneous work streams (continuous)

Disaster Service Worker:

Pursuant to California Government Code Section 3100-3109, all public employees are declared disaster service workers subject to disaster service activities as may be assigned to them in the event of fire, flood, earthquake, or other natural or man-made disaster.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

The City of Lancaster will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the City of Lancaster is concerned about conviction that is directly