Administrative Assistant I

DescriptionNOTE: DUE TO THE LARGE NUMBER OF APPLICATIONS RECEIVED AS OF JUNE 5THTHIS JOB POSTING WILL CLOSE AT 5:00PM ON FRIDAY, JUNE 12, 2026About UsDiscover Your Career with the City of Grover BeachWorking for the City of Grover Beach means serving a vibrant, close-knit coastal community of over 13,000 residents. Located along California’s beautiful Central Coast, our organization is dedicated to enhancing the quality of life for our community through innovation, integrity, and teamwork.Why Choose Grover Beach?Coastal Lifestyle: Enjoy a Mediterranean climate with beach access right in your backyard.Impacts: Every position directly improves local neighborhoods, parks, and infrastructure.Collaborative Culture: We work as one team across all city departments.Professional Growth: We invest in employee training and career development.What We OfferCompensation: Market-aligned salaries with regular performance-based increases.Benefits: Medical, dental, and vision coverage for you and your family.Retirement: CalPERS pension enrollment and optional deferred compensation plans.Work-Life Balance: Generous paid vacation, holiday schedules, and flexible work tracks.A 3% COST OF LIVING WAGE INCREASE WILL BECOME EFFECTIVE JULY 1, 2026THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES IN OTHER CITY DEPARTMENTSThe role of Administrative Assistant for Community Development and Public Works with the City of Grover Beach connects the City to the public. This administrative professional serves as a point of contact for local residents and may include front counter & reception duties.The Community Development Department administers the city’s land use and building regulations through the implementation of the General Plan & Development Code. The department’s functions include Code Compliance, Housing, Planning & Economic Development.The Public Works Department is committed to the maintenance of City-owned infrastructure in the public Right-of-Way, public easements, and on City-owned land that enhances the quality of life for those who live, work, and play in Grover Beach.. The department’s functions include street maintenance, water, wastewater, stormwater and facilities maintenance.This position supports both the Community Development Department and the Public Works Department.Community Development Department SupportInvoicingDeposit Accounts / invoicingFire Inspections Business Tax Certificates / InvoicingReporting (Weekly, monthly, quarterly)Public Notices (administrative items)Updating CDD formsPhone calls/General info, website updatesFiling & Scanning / PurgingOrder (office supplies, etc.)Public Works SupportCorp Yard assistanceInvoicingOrders (office and safety supplies)Admin support for the Corp YardFiling & Scanning / PurgingDefinitionUnder general supervision, performs a variety of clerical and technical duties; provides customer services in person and by telephone; data entry related to assigned department; and performs other related duties as required.Distinguishing CharacteristicsThe Administrative Assistant I is the entry-level class in the Administrative Assistant series. This classification requires knowledge of basic clerical functions, computer skills, data and document processing, and customer service principles. Based upon department assignment, incumbents may be responsible for providing first line customer services, composing routine correspondence, filing, faxing, scanning, copying, distributing mail, monitoring and ordering office supplies, reviewing invoices, data entry and other duties as assigned.Examples of DutiesEssential FunctionsThe following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.ADMINISTRATIVE ASSISTANT IProvide first line customer service to internal and external customers, greets, receives, screens and refers visitors and customers; operates a multi-line telephone; assists customers at a public counter and/or by telephone; provides general information; responds to routine-to-moderately difficult inquiries, requests or complaints from customers and the public; refers complex inquiries, requests or complaints to appropriate staff. Composes routine correspondence and proofreads/edits documents; updates and maintains spreadsheets, databases, and reports. Tracks and logs data for the department, division, and or employees. Assists with reviewing invoices, purchase orders and requests for payments. Picks up, sorts, copies and distributes a variety of correspondence, deliveries, payments, and mail; opens, logs and routes office mail; stuffs, sorts and prepares outgoing mail and documents for pickup; retrieves, delivers and sends faxes. Creates and maintains filing and record systems with a variety of subject matter to provide easy access to records and information. Provides retention of records as needed and/or requested, and assists with records requests as needed. Maintains, monitors, and assists with supplies and inventories, which may include ordering, stocking, and distributing of supplies. Makes appointments and maintains/coordinates calendars and meetings. Establishes and maintains positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public. Performs other duties as assigned.Typical QualificationsQUALIFICATIONS: Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:Education And/TrainingA high school diploma or equivalent.ExperienceOne year of responsible administrative, clerical, or customer service experience providing technical or operational support. Experience in a public agency setting is desirable.License/CertificatePossession of, or ability to obtain, a valid Class C California driver's license prior to appointment.RetirementEffective January 1, 2013, new members to CalPERS will be subject to the provisions of the Public Employees Pension Reform Act of 2013 (PEPRA) and will receive the 2% @ 62 benefit formula. Employees who are current members of CalPERS (Classic Members); who have less than a six month break in service between employment in a CalPERS agency and employment with the city will be enrolled in 2.5% @ 55 benefit formula. All employees are required to pay the full employee contribution to CalPERS.Medical, Vision and Dental InsuranceDuring the term of this agreement only, the City shall pay 100% of the employee only portion of health insurance premiums for the least expensive plan offered by CALPERS. Additional amounts are paid by the city of $567.00 for employee plus one and $1,002.00 for full family. Dental and Vision are paid by the employee.Life InsuranceCovered at 100% by the City.Deferred CompensationThe City offers a choice of two deferred compensation providers. City match of up to $100.00/month on a dollar-for-dollar basis.Education Reimbursement ProgramUp to $700 in education expenses is available per fiscal year.Social SecurityCity participates in Social Security.Short Term DisabilityPaid by employee by payroll deduction.Long Term DisabilityCity paid.VacationAccrued at two weeks (80 hours) and increases based on years of service.Holidays14 paid holidays per year.Sick LeaveAccrues 96 hours per year to a maximum of 2,000 hours.Additional Benefits may include: Longevity, Stand-By Pay (Public Works - Maintenance Workers), Education Incentive, Bilingual Incentive and Employee Assistance Program.01Describe your experience supporting A/P & A/R functions, such as invoice processing and billing reconciliation02Describe your experience entering, tracking and managing data in spreadsheets or databases.03Describe your experience using Word, Excel, Outlook and Teams04Describe any other experience performing administrative support duties that illustrate your qualifications for this position. Required Question