Administrative Assistant - Code Enforcement

Administrative Assistant

Join a team that's envisioning the future of building and safety. For more than 60 years, Willdan has partnered with government agencies to deliver innovative engineering, planning, building, and consulting services that strengthen communities across the nation. Through our subsidiary, Public Agency Resources (PARS), we're shaping the future of safe, sustainable, and resilient cities.

We are seeking an Administrative Assistant in the Daly City, CA area. Responsibilities include managing records and documentation, tracking code enforcement cases, responding to public inquiries, supporting compliance activities, and coordinating departmental administrative functions.

Essential Duties and Responsibilities

• Coordinates and manages administrative operations to ensure efficient and effective support for departmental programs and services.
• Performs complex, technical, and specialized administrative duties requiring independent judgment, discretion, and problem-solving skills.
• Supports boards and commissions by preparing agendas and meeting packets, ensuring compliance with Brown Act requirements, attending meetings, recording minutes, and tracking follow-up actions.
• Manages calendars and coordinates schedules for managers, supervisors, staff, board members, and external stakeholders; arranged travel and meeting logistics as needed.
• Organizes meetings and events, including scheduling facilities, preparing materials, coordinating participants, and documenting meeting outcomes.
• Administers office operations, including procurement, contract preparation, records management, equipment maintenance, and supply inventory control.
• Process invoices, purchase orders, payroll, and other financial transactions; monitored expenditures and assisted with budget preparation and administration.
• Serve as a primary point of contact for the public, City staff, and external agencies, responding to inquiries and interpreting policies, procedures, and regulations.
• Prepare, review, and maintain correspondence, reports, contracts, forms, and confidential documents with a high degree of accuracy and professionalism.
• Compile, analyze, and maintain statistical, financial, database, and operational reports to support departmental decision-making.
• Process legal and official City documents while ensuring compliance with applicable regulations and recordkeeping requirements.
• Maintain filing systems and records, conduct research, and retrieve information to support departmental operations and public records requests.
• Utilize a variety of office technologies, software applications, and database systems to support daily operations and reporting functions.
• Provide guidance, training, and work direction to administrative support staff; assisted with staff selection, performance evaluation, and workflow coordination.
• Investigate and respond to citizen service requests, complaints, and information inquiries, ensuring timely and effective resolution.
• Develop and update administrative procedures, operational manuals, and process documentation to improve efficiency and consistency.
• Establish and maintain positive working relationships with City departments, community organizations, regulatory agencies, elected officials, and the public.

Job Requirements / Qualifications

• Strong communication and interpersonal skills.
• Team-oriented mindset with the ability to collaborate.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement Willdan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Public Agency Resources participates in E-Verify.