Building Administrative Assistant

Salary : $60,792.00 - $77,616.00 Annually

Location : Manhattan Beach, CA

Job Type : Full Time

Job Number : 2025-00004

Department : Community Development

Division : Building

Opening Date : 03 / 06 / 2025

Closing Date : 3 / 23 / 2025 11 : 59 PM Pacific

FLSA : Non-Exempt

Bargaining Unit : TEAM

JOB SUMMARY

Work by the beach! The City of Manhattan Beach is now actively recruiting for the position of Building Administrative Assistant to join our team of dedicated individuals. The City is looking for candidates who are results-oriented and have a passion for public service.

City Hall is located steps from the beach in beautiful Manhattan Beach, CA. Join in weekly wellness activities, walk to the local farmer's market for lunch on Tuesdays, and enjoy all that Manhattan Beach has to offer while working with our service-oriented team.

Applicants who successfully complete the recruitment selection process will be placed on the Eligibility List. The Eligibility List may remain in effect up to eighteen (18) months and may be utilized across City departments for future vacancies. Applicants are encouraged to apply if you are interested in this employment opportunity.

JOB SUMMARY

Under general supervision, perform a variety of responsible secretarial, clerical and administrative work in support of an assigned division or office; inform and assist the public, in person or via the telephone, regarding division and / or departmental policies and procedures; and do other related work as required.

ESSENTIAL DUTIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

• Provides administrative, general clerical support tasks, logistical, and technical support to one or more managerial, professional, or technical staff positions.
• Types, proofreads, and processes documents including general correspondence, memoranda, staff reports, and statistical information from rough draft or verbal instructions; and independently composes correspondence related to assigned responsibilities.
• Composes routine correspondence; compiles data; sorts, establishes and maintains file retrieval systems and pertinent records; and prepares and distributes documents; maintains and reviews forms, database, spreadsheets, and other records to support work processes.
• Greets visitors; provides assistance to customer over the phone, via email, and behind the counter; and routes information to appropriate people.
• Receives and responds to inquiries from other departments, other agencies, and the general public; perform clerical support tasks.
• Operates standard office equipment such as the telephone, copier, fax machine, calculator, personal computer, and other automated systems and programs which are relevant to assigned department.
• Orders office supplies; screens, sorts and distributes mail and prepares outgoing mail and packages.
• Receives invoices and processes payments; may track departmental budget.
• Coordinates logistics for meetings or events including preparation for notifications, meeting room set-ups, or catering.
• Maintains schedules and calendars for staff as assigned.
• May handle departmental mail and review timesheets, billing records, and expense records.
• Performs other related duties as assigned.
• May be required to work shifts, weekends, and / or holidays.

MINIMUM QUALIFICATION GUIDELINES

Education / Training / Experience :

License / Certificates / Special Requirements :

Knowledge of :

Office methods, practices, and procedures; city policies and protocols; departmental policies and procedures; correct English usage, including spelling, grammar, and punctuation; customer service skills, including ascertaining a customer's needs and directing accordingly; record-keeping procedures and systems; and research methods.

Ability to :

Learn dictation and follow directions; interpret and explain department policies and procedures; anticipate needs; plan, organize and prioritize administrative assignments to meet deadlines; take minutes and provide administrative support to assigned executives or managers; establish and maintain departmental files and records; communicate effectively, both orally and in writing; proofread and prepare clear, accurate, and concise records and reports; and work effectively and cooperatively with staff, management, vendors, contractors, consultants, public and private representatives, and others encountered in the course of work.

Skill in :

Operating a variety of office equipment including personal computer software and other electronic processing equipment; using word processing, spreadsheet, graphics, and specialized software applications programs such as MS Outlook, Acrobat, and Tyler Munis; and using internet resources and social media.

APPLICATION & SELECTION PROCESS

Application filing deadline is Sunday, March 23, 2025.

All applicants will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Meeting the minimum requirements listed in this job announcement does not guarantee advancement in subsequent phases of the selection process. The selection process may be changed as deemed necessary by the City Human Resources Department.

The selection process will consist of the following component and weight : Oral Interview (100%)

If you need special assistance in the recruitment process please contact the Human Resources Department at (310) 802-5258.

NOTE : The provisions of this brochure do not constitute a contract, express or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

The City of Manhattan Beach offers a generous benefits package to full-time and eligible employees including PERS medical plans, dental, vision, long-term and short-term disability, tuition reimbursement, and more.

To see detailed information about Teamsters bargaining unit benefits, please visit our on the City's official website.

Part-time employees are enrolled in PARS (Public Alternate Retirement System). All part-time and seasonal employees contribute 7.5% each pay period on a pre-tax basis. If an employee reaches 1,000 hours within a fiscal year (July 1st to June 30th) or is already a CalPERS member, then they are enrolled in CalPERS (Public Employees Retirement System).

The City complies with California Labor Code 245-249 by providing paid sick leave for part-time hourly employees accordingly.

The City of Manhattan Beach does not provide medical / dental / vision benefits to part-time employees. Eligible employees enrolled in CalPERS may opt into a CalPERS medical plan.

Please indicate your highest level of education.

How many years of professional administrative and clerical experience experience do you have?

Are you available to work weekends and holidays?

Do you have any working experience in a public sector or municipal agency?

Please describe your experience in customer service, call handling, and general office duties.

Do you currently possess a valid California driver's license?

Describe in detail your work experience as it relates to : (1) Purchase Orders / Invoicing, (2) Processing and Tracking Contracts / Agreements, (3) Accounts Payable, (4) Payroll, and / or (5) Filing and Archiving.

Required Question

Salary : $60,792 - $77,616