Senior Administrative Assistant

Senior Administrative Assistant

Would you like a career where you can be part of an organization committed to serving its community through excellent customer service? The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply. This recruitment closes on 08/05/2026 or when 100 applications have been received, whichever comes first. THE BENEFITS OF CITY EMPLOYMENT: In addition to offering a rewarding work environment, opportunity for career growth, and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice between two health plans, and top of the line employer paid vision and dental coverage. More information about available benefits can be found HERE. Additional benefits include:

• 12 paid holidays annually, plus 1 to 3 "floating holidays" per year depending on hire date and years of service
• $500 Annual wellness payment
• City of Santa Rosa is an eligible employer for the Public Service Loan Forgiveness Program
• Paid Family Leave

ABOUT THE POSITION: Senior Administrative Assistants provide critical administrative support to the operations of City Departments in locations across the City, including the City Manager's Office, Human Resources, Finance, Planning & Economic Development, Recreation & Parks, Transportation & Public Works, Housing & Community Services, Water, and Police. This recruitment is being conducted to fill a vacancy in our Police Department. Additionally, this recruitment will provide an eligible candidate (hiring) list that will be utilized for future vacancies City-wide.

THE IDEAL CANDIDATE: The ideal candidate is a dedicated and professional administrative support specialist who understands the important role they play in advancing the mission of the Police Department and supporting public safety operations. The ideal candidate will possess:

• A strong commitment to providing excellent customer service and representing the Department with professionalism and integrity.
• The ability to handle confidential and sensitive information with discretion, sound judgment, and attention to detail.
• Outstanding teamwork, interpersonal, organizational, and problem-solving skills.
• Excellent verbal and written communication skills.
• Experience performing complex administrative support duties in a fast-paced office or public safety environment.
• Intermediate to advanced computer skills, including Word, Excel, PowerPoint, Outlook, and database applications.
• Bilingual in English-Spanish is desirable.

Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Incomplete responses, or responses such as "See Resume" can result in disqualification from the selection process.

ADDITIONAL REQUIREMENTS: Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.

THE SELECTION PROCESS: The selection process will include a minimum qualifications assessment; and may also include an application and supplemental questionnaire review and online skills test, followed by department selection interviews.

Examples of Duties and Responsibilities:

• Perform a wide variety of difficult and complex office support duties
• Use a computer with word processing software to produce and edit letters, memoranda, reports, or other materials from rough draft, or notes
• Input and retrieve information using a personal computer or computer terminal
• Answer and direct a large number of calls, using business telephone systems
• Understand, interpret, and provide specific information regarding department services or policies to the public or other City employees, in person, over the telephone or by mail
• Prepare documents, such as agendas, memoranda, bid specifications, permits, legal notices, Personnel Action Forms, purchasing requisitions, payment requests, evaluations, and other materials
• Examine documents, records, and forms for accuracy, completeness, and conformance with applicable rules and regulations
• Proofread, code, check and record information
• Establish and maintain alphabetical, numerical, index, and cross-reference files
• Compose routine correspondence and reports on behalf of managerial and professional staff
• Process and distribute incoming mail
• Create, modify, and revise forms, computer applications, and other related material and processes
• Establish and maintain systematic filing of data related to word processing
• Maintain and order supplies and equipment
• Prepare sensitive personnel documents
• Receive and record fees for bid specifications, permits, and other City charges
• Perform arithmetical calculations and prepare statistical reports
• Schedule and coordinate meetings, classes, travel arrangements and interviews
• Gather, tabulate, and interpret financial information
• Update City codes, manuals, and other documents
• May provide assistance to Administrative Assistants when responding to non-routine questions, problems, or situations
• Provide agenda follow-up duties to insure proper distribution
• Perform file research on a number of municipally related topics
• Perform related duties as assigned

Required Qualifications:

Knowledge of: Modern office procedures and practices; organization, procedures, and operating details of the City department or division to which assigned; correct punctuation, spelling, and grammatical usage; basic business arithmetic; modern office equipment including personal computers, computer terminals and business software; filing, indexing, and cross-referencing methods; financial record keeping and reference sources. Ability to: Perform difficult and complex office support work involving independent judgment and requiring accuracy and speed under tight deadlines; effectively communicate orally, both in person and on the phone; operate modern office equipment with skill and efficiency; interpret and apply office methods, rules, and policies; understand and independently carry out oral and written directions; maintain complex records; effectively meet the public in situations requiring tact and poise; establish and maintain cooperative relations with subordinates and superiors; perform arithmetical calculations; type at a speed of not less than 50 net words per minute from clear copy. Experience and Education: Any combination of experience and education that could provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Sufficient years of experience performing office support duties in an office environment comparable to that of the City of Santa Rosa; Education - Equivalent to completion of the twelfth grade. Completion of a clerical or business training program is desirable.

Additional Information:

Selection Process: Applicants possessing the most desirable qualifications based on a screening of the application materials, including responses to the required Supplemental Questionnaire, will be invited to continue in a selection process which is anticipated to include a minimum qualification review, online skills test, as well as department interviews.

Working Conditions: Much of the work consists of entering data into and retrieving data from personal computers and terminals via keyboards and is performed while sitting for extended periods of time. For those positions that require the use of a transcribing machine, the coordination of movement of more than one limb is required. Some positions require lifting and carrying short distances objects such as reams of copier paper, office supplies, and other packages weighing up to 20 pounds. Positions which perform filing require use of the arms above the shoulder, and repetitive bending and stooping. Some positions require the ability to differentiate between colors when using color-coded forms or files.

Santa Rosa - A wonderful place to call home: The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.

The City of Santa Rosa is proud to be an equal opportunity workplace.