What are the responsibilities and job description for the SENIOR ADMINISTRATIVE ASSISTANT position at Imperial Beach Management Co?
Description
The vacancy is for one (1) full-time position.
Open Five (5) Days
The City of Imperial Beach is looking for a skilled and experienced Senior Administrative Assistant to join our City Clerk's office. The City Clerk’s office serves as a vital resource for the City Council, City staff, and the general public, providing key information about the City’s operations. The City Clerk ensures compliance with federal, state, and local regulations, including the Political Reform Act, the Brown Act, the Maddy Act, and the Public Records Act.
The City Clerk is responsible for overseeing the maintenance and management of all official City records and documents, including City Agendas, Minutes, Resolutions, Ordinances, Public Records Requests, recorded documents, contracts, agreements, and other essential records. Additionally, the City Clerk directs and manages the citywide Records Management Program, which includes storage and retrieval, as well as the codification of the Imperial Beach Municipal Code.
The City Clerk also handles the administrative functions of City Council meetings, Redevelopment Agency Successor Agency meetings, and City Boards and Commissions, including agenda preparation, posting, legal advertising, recording, and the production of meeting minutes. As the City’s Elections Official, the City Clerk oversees municipal elections and is responsible for directing and participating in the election process. Additionally, the City Clerk serves as the City's Filing Officer for the State Fair Political Practices Commission, processes Statements of Economic Interest, and administers the City's Conflict of Interest Code for designated employees. The City Clerk also administers loyalty oaths, certifies copies of official records, and fulfills various other duties required by state law.
The ideal candidate will demonstrate professionalism in public service, possess strong attention to detail, excellent grammar and organizational skills, be self-motivated, and be committed to delivering outstanding customer service both internally and externally.
GENERAL PURPOSE
To perform highly complex, departmental administrative and analytical work in the areas of election administration, City boards and commissions, state-mandated disclosure filings, records management, municipal code amendments and maintenance, contracts administration, outreach programs and other functions related to the City Clerk department, to conduct special projects and studies, and to perform related work as required.
CLASS CHARACTERISTICS
This is an advanced classification allocated only to the City Clerk's with duties specifically related to City Clerk and has the ability to perform the full range of duties assigned with only occasional instruction or assistance as unique situations arise. Responsibilities include performing specialized and technical office support duties in a confidential and discreet manner to ensure efficient service provision. The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the City Clerk and/or Assistant City Clerk. May exercise functional, technical or lead responsibility to clerical or paraprofessional classifications including temporary interns.
Duties and Responsibilities
Knowledge, Skills & Abilities
Education/Training
CAFETERIA BENEFIT PLAN
The City sponsors an Internal Revenue Code
CalPERS offers eleven (9) medical plans within the San Diego County. The cost for each plan varies and so do the co-payments. From January 1, 2025 thru December 31, 2025, the City will provide a cafeteria plan allotment of $2,257.97 a month for a menu of city provided medical, dental and vision plan options for benefit eligible employees and
their eligible dependents. You will pay through pre-taxed payroll deductions any premium costs in excess of the cafeteria plan allotment.
The employee will pay through payroll deductions any premium cost in excess of the Cafeteria Plan Allotment.
LIFE INSURANCE
The City pays premiums that provide group term life insurance and AD&D in an amount equal to 1.5x basic annual salary, rounded to the next higher $1,000. Employees may purchase up to $300,000 of additional employee term life insurance. Employees may purchase up to $100,000 of additional term life insurance for their spouses and up to $10,000 per their child.
SHORT-TERM & LONG-TERM DISABILITY
The City provides short-term disability insurance equal to 60% of income (up to $1,155/week) after an 8-day waiting period. The City provides long-term disability insurance equal to 60% of income (up to $6,000/month) after a 90-day waiting period. Both short-term and long-term premiums are paid by the employee.
RETIREMENT
Enrollment in the California Public Employees' Retirement System (CalPERS) as follows:
New Members: For New Member miscellaneous employees, the City provides the "2%@62" formula. Benefits for all New Member employees are based on the highest three-year of compensation. Under this formula, the employee's highest three-year consecutive months of CalPERS reportable earnings are used to determine the level of retirement benefit. New Member Employees pay approximately 7.25% toward the retirement contribution.
Classic Members: For Classic employees, the City provides the "2%@60" formula. Benefits for all Classic employees are based on the single highest year compensation. Under this formula, the Classic employee's highest 12 consecutive months of CalPERS earnings are used to determine the level of retirement benefit. Classic employees pay 8% toward the retirement benefit.
The employees share half of the total Normal Rate towards the CalPERS retirement benefit. Employee retirement cost sharing contributions that are in addition to the normal CalPERS Member Contribution will be calculated on base pay, special pays, and other pays normally reported as pensionable compensation.
The City participates in the Federal Social Security Administration Program. Employees pay 6.2% and the City pays 6.2% to a maximum wage of 176,100.
457 Deferred Compensation Plan
The City offers a deferred compensation plan supplemental retirement program with Mission Square Retirement Internal Revenue Code
Employees Accrue Annual Leave At The Following Rates
1-5 Years of Service – 12 days
5-10 Years of Service – 15 days
10-15 Years of Service – 20 days
15 Years of Service – 25 days
The maximum accumulation is twice the employee annual vacation accrual. May sell back up to 100 hours per calendar year by leaving a minimum balance of 80 hours after the sell back. Upon separation from employment and completion of one-year of active service, employee will receive a lump sum pay of accumulated vacation days.
SICK LEAVE
Employees accrue 8.334 hours for each full month of service = 100 hours for each full 12 month of service. 1,000 hours maximum accrual. At the time the employee separates employment with the City and having 5 years of service, the employee may receive a lump sum pay of 50% (500 hours) of sick leave accrual.
ADMINISTRATIVE LEAVE
Employees accrue 40 hours of administrative leave each fiscal year. These hours are credited on July 1 of every year and must be used by June 30 of the following year. Unused administration leave hours cannot be carried over to the following fiscal year.
HOLIDAYS
The City observes 14 holidays and 4 floating holidays each year.
HOLIDAY CLOSURE
Administrative offices will close during the holiday closures. Holiday closure between the actual holidays of December 25 and January 1. Emergency Services including Public Works and Public Safety are excluded from the holiday closures.
EMPLOYEE ASSISTANCE PROGRAM-Life Matters! (Emphathia)
The City provides an Employee Assistance Program (EAP). The EAP provides confidential evaluation and counseling services for employees, family members and anyone residing in the home of an employee.
BILINGUAL PAY
May receive $50 a month after successfully passing an oral and written test.
TUITION REIMBURSEMENT
Each fiscal year $2,000 is available for reimbursement for costs such as tuition, fees, books, and other required materials for approved courses leading to a college degree. Reimbursement is made upon written verification of satisfactory completion of coursework.
COMPUTER PURCHASE PROGRAM
$2,000 per 24-month period after successfully completing probation period.
EDUCATION INCENTIVE
Full-Time employees that have completed a probationary period are eligible for an educational incentive.
FLEXIBLE SPENDING ACCOUNTS (FSA)
Mid-America
APPLICANT'S ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL) The City of Imperial Beach Human Resources Department uses electronic mail (e-mail) to notify applicants of important information relating to the status and processing of your application. We do so as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Therefore, as an applicant, you are hereby advised of the following: 1. Ensure that the email address and contact information you provide is current, secure, and readily accessible to you. Do not share email addresses. Spam or other filters should be adjusted to accept our emails. We will not be responsible in any way if you do not receive our emails, i.e., for the non-delivery of email or if you fail to check your email-box on a timely basis, etc. 2. Read any notices we send carefully and in a timely manner. Follow further instructions, if any. We recommend that you print and keep a hard copy of our notices for your records.
The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that your responses to the following questions must be reflected on your work experience.
Please indicate your highest level of education.
Do you have any experience working for a public sector entity (federal, state, or municipal government)?
How many years of recent, full-time experience performing increasingly responsible office support and administrative duties do you have?
Describe your experience with keyboarding, formatting, and proofreading reports, letters, memoranda, and staff reports. Include years of experience and where it was gained.
07
For questions 8-11, please indicate your level of proficiency in the following software programs using these guidelines: None/Limited - Proficient in less than 25% of the software program's functions; Beginner - Proficient in at least 25% of the software program's functions; Intermediate - Proficient in at least 50% of the software program's functions; Expert - Proficient in at least 75% of the software program's functions.
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
The vacancy is for one (1) full-time position.
Open Five (5) Days
The City of Imperial Beach is looking for a skilled and experienced Senior Administrative Assistant to join our City Clerk's office. The City Clerk’s office serves as a vital resource for the City Council, City staff, and the general public, providing key information about the City’s operations. The City Clerk ensures compliance with federal, state, and local regulations, including the Political Reform Act, the Brown Act, the Maddy Act, and the Public Records Act.
The City Clerk is responsible for overseeing the maintenance and management of all official City records and documents, including City Agendas, Minutes, Resolutions, Ordinances, Public Records Requests, recorded documents, contracts, agreements, and other essential records. Additionally, the City Clerk directs and manages the citywide Records Management Program, which includes storage and retrieval, as well as the codification of the Imperial Beach Municipal Code.
The City Clerk also handles the administrative functions of City Council meetings, Redevelopment Agency Successor Agency meetings, and City Boards and Commissions, including agenda preparation, posting, legal advertising, recording, and the production of meeting minutes. As the City’s Elections Official, the City Clerk oversees municipal elections and is responsible for directing and participating in the election process. Additionally, the City Clerk serves as the City's Filing Officer for the State Fair Political Practices Commission, processes Statements of Economic Interest, and administers the City's Conflict of Interest Code for designated employees. The City Clerk also administers loyalty oaths, certifies copies of official records, and fulfills various other duties required by state law.
The ideal candidate will demonstrate professionalism in public service, possess strong attention to detail, excellent grammar and organizational skills, be self-motivated, and be committed to delivering outstanding customer service both internally and externally.
GENERAL PURPOSE
To perform highly complex, departmental administrative and analytical work in the areas of election administration, City boards and commissions, state-mandated disclosure filings, records management, municipal code amendments and maintenance, contracts administration, outreach programs and other functions related to the City Clerk department, to conduct special projects and studies, and to perform related work as required.
CLASS CHARACTERISTICS
This is an advanced classification allocated only to the City Clerk's with duties specifically related to City Clerk and has the ability to perform the full range of duties assigned with only occasional instruction or assistance as unique situations arise. Responsibilities include performing specialized and technical office support duties in a confidential and discreet manner to ensure efficient service provision. The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the City Clerk and/or Assistant City Clerk. May exercise functional, technical or lead responsibility to clerical or paraprofessional classifications including temporary interns.
Duties and Responsibilities
- Perform advanced level administrative, operational, research and analytical duties in support of City Clerk Department activities.
- Assist in organizing and conducting municipal elections and other election-related activities, including processing citizen initiatives, referenda, and recalls; assist with processing Fair Political Practices Commission (FPPC) filings.
- Assist with municipal code amendments and maintenance.
- Perform a variety of highly complex analysis, studies and research projects including those regarding elections, the City's conflict of interest code, municipal code, and other City Clerk Department operational activities;
- Perform complex research and analysis of new programs, services, policies, and procedures.
- Coordinate, implement and monitor special projects, including outreach programs, within the purview of the City Clerk department.
- Coordinate implementation and/or modification of software administered by the department.
- Prepare instructional guides and documents for staff and the public.
- Assist in monitoring and analyzing departmental revenue and expenditures and directs invoices for payment.
- Provide assistance in resolving operational and administration issues, identify issues and conduct research to find alternative solutions, and make and assist in the implementation of recommendations.
- Recommend and assist in the implementation of department goals, objectives, and initiatives.
- Plan, coordinate and evaluate activities associated with department contracts and agreements; participate in contract negotiations and administration.
- Work with citywide staff, consultants, community groups, and boards and commissions.
- Prepare reports, agreements, requests for proposals, and correspondence.
- Attend Council meetings as required.
- Prepare post and distribute legal notices.
- Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
- Responds to routine letters and general correspondence; composes, proofs, edits, and prepares letters, memoranda, and reports pertaining to standard policies.
- Regularly prepares confidential documents, appointments, agendas, and other materials.
- Screens calls, visitors, and mail; respond to complaints and requests for information; in a professional and customer friendly way.
- Coordinate the retrieval of records to respond to Public Records Act requests.
- Maintain the City's Records Management Program, including development, distribution, filing and archiving of all official City documents, coordinating the storage, archiving and destruction of records, and indexes documents for ease of retrieval, and cross-referencing.
- May train and supervise lower classification staff and interns.
- Perform related duties as required.
Knowledge, Skills & Abilities
- Operational characteristics, services, and activities of a City Clerk's Department.
- Applicable Federal, State, and local laws, codes and regulations pertaining to the functions and duties of the City Clerk's Department.
- Methods and techniques of data collection, analysis, interpretation, and report preparation.
- Computer equipment and software applications related to assignment.
- Principles and practices of modern office methods and procedures.
- English usage, spelling, grammar, and punctuation.
- Analyze policy issues, research, and compile technical and statistical information.
- Make recommendations and prepare reports.
- Interpret and apply applicable laws, policies, rules and regulations.
- Prioritize and coordinate several work activities and follow up as required.
- Research, organize, and maintain accurate office files.
- Use initiative and sound independent judgment within established guidelines.
- Operate standard computer and office equipment related to assignment.
- Communicate clearly and concisely, both orally and in writing.
- Communicate effectively with the public, outside agencies, business community, City employees, and members of the City Council.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Work with various cultural and ethnic groups in a tactful and effective manner.
Education/Training
- Graduation from a high school or GED equivalent is required, preferably supplemented by an Associate's Degree or equivalent education (i.e., minimum completed California units equal to 60 semester/90 quarter) from an accredited educational institution with major course work in public administration, business administration or a related field.
- Four (4) years of experience in a full range of clerical or secretarial functions, including public contract and records management or two (2) years of municipal experience as an Administrative Clerk, Administrative Assistant, Secretary, or Senior Records Clerk in the specific area of assignment.
- Valid California class C driver's license or the ability to arrange alternate and timely means of transportation in the performance of assigned duties.
- Interview Process
- Live Scan Background Investigation
- Pre-employment Physical Examination Including a Drug Screen
- Reference Check
CAFETERIA BENEFIT PLAN
The City sponsors an Internal Revenue Code
- 125 Cafeteria Benefit Plan that offers non-taxable benefits to employees. It allows employees to choose from several different benefit options, and, if the employee exceeds the City-provided allotment, the employee may use pretax dollars to fund the costs. Alternatively, an employee may choose to pay for any of the available benefits with after-tax contributions.
CalPERS offers eleven (9) medical plans within the San Diego County. The cost for each plan varies and so do the co-payments. From January 1, 2025 thru December 31, 2025, the City will provide a cafeteria plan allotment of $2,257.97 a month for a menu of city provided medical, dental and vision plan options for benefit eligible employees and
their eligible dependents. You will pay through pre-taxed payroll deductions any premium costs in excess of the cafeteria plan allotment.
The employee will pay through payroll deductions any premium cost in excess of the Cafeteria Plan Allotment.
LIFE INSURANCE
The City pays premiums that provide group term life insurance and AD&D in an amount equal to 1.5x basic annual salary, rounded to the next higher $1,000. Employees may purchase up to $300,000 of additional employee term life insurance. Employees may purchase up to $100,000 of additional term life insurance for their spouses and up to $10,000 per their child.
SHORT-TERM & LONG-TERM DISABILITY
The City provides short-term disability insurance equal to 60% of income (up to $1,155/week) after an 8-day waiting period. The City provides long-term disability insurance equal to 60% of income (up to $6,000/month) after a 90-day waiting period. Both short-term and long-term premiums are paid by the employee.
RETIREMENT
Enrollment in the California Public Employees' Retirement System (CalPERS) as follows:
New Members: For New Member miscellaneous employees, the City provides the "2%@62" formula. Benefits for all New Member employees are based on the highest three-year of compensation. Under this formula, the employee's highest three-year consecutive months of CalPERS reportable earnings are used to determine the level of retirement benefit. New Member Employees pay approximately 7.25% toward the retirement contribution.
Classic Members: For Classic employees, the City provides the "2%@60" formula. Benefits for all Classic employees are based on the single highest year compensation. Under this formula, the Classic employee's highest 12 consecutive months of CalPERS earnings are used to determine the level of retirement benefit. Classic employees pay 8% toward the retirement benefit.
The employees share half of the total Normal Rate towards the CalPERS retirement benefit. Employee retirement cost sharing contributions that are in addition to the normal CalPERS Member Contribution will be calculated on base pay, special pays, and other pays normally reported as pensionable compensation.
The City participates in the Federal Social Security Administration Program. Employees pay 6.2% and the City pays 6.2% to a maximum wage of 176,100.
457 Deferred Compensation Plan
The City offers a deferred compensation plan supplemental retirement program with Mission Square Retirement Internal Revenue Code
- 457 that allows employees to make contributions on a pre-tax basis (federal, and most cases, state income taxes are deferred until assets are withdrawn, usually during retirement when the participant may be in a lower tax bracket) - employee contributions. The minimum contribution is $25 per pay period. The "Age 50" Catch-up provision allows employees reaching age 50 or older during the year to contribute an additional amount annually.
Employees Accrue Annual Leave At The Following Rates
1-5 Years of Service – 12 days
5-10 Years of Service – 15 days
10-15 Years of Service – 20 days
15 Years of Service – 25 days
The maximum accumulation is twice the employee annual vacation accrual. May sell back up to 100 hours per calendar year by leaving a minimum balance of 80 hours after the sell back. Upon separation from employment and completion of one-year of active service, employee will receive a lump sum pay of accumulated vacation days.
SICK LEAVE
Employees accrue 8.334 hours for each full month of service = 100 hours for each full 12 month of service. 1,000 hours maximum accrual. At the time the employee separates employment with the City and having 5 years of service, the employee may receive a lump sum pay of 50% (500 hours) of sick leave accrual.
ADMINISTRATIVE LEAVE
Employees accrue 40 hours of administrative leave each fiscal year. These hours are credited on July 1 of every year and must be used by June 30 of the following year. Unused administration leave hours cannot be carried over to the following fiscal year.
HOLIDAYS
The City observes 14 holidays and 4 floating holidays each year.
HOLIDAY CLOSURE
Administrative offices will close during the holiday closures. Holiday closure between the actual holidays of December 25 and January 1. Emergency Services including Public Works and Public Safety are excluded from the holiday closures.
EMPLOYEE ASSISTANCE PROGRAM-Life Matters! (Emphathia)
The City provides an Employee Assistance Program (EAP). The EAP provides confidential evaluation and counseling services for employees, family members and anyone residing in the home of an employee.
BILINGUAL PAY
May receive $50 a month after successfully passing an oral and written test.
TUITION REIMBURSEMENT
Each fiscal year $2,000 is available for reimbursement for costs such as tuition, fees, books, and other required materials for approved courses leading to a college degree. Reimbursement is made upon written verification of satisfactory completion of coursework.
COMPUTER PURCHASE PROGRAM
$2,000 per 24-month period after successfully completing probation period.
EDUCATION INCENTIVE
Full-Time employees that have completed a probationary period are eligible for an educational incentive.
- Associate degree: $50.00 per month, paid on a bi-weekly basis
- Bachelor's degree: $60.00 per month, paid on a bi-weekly basis
- Master's degree: $70.00 per month, paid on a bi-weekly basis
FLEXIBLE SPENDING ACCOUNTS (FSA)
Mid-America
- Dependent Care Spending Account – Employee may set aside up to a maximum of $5,000 per calendar year.
- Health Care Spending Account – Employee may set aside up to a maximum of $3,300 per calendar year.
APPLICANT'S ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL) The City of Imperial Beach Human Resources Department uses electronic mail (e-mail) to notify applicants of important information relating to the status and processing of your application. We do so as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Therefore, as an applicant, you are hereby advised of the following: 1. Ensure that the email address and contact information you provide is current, secure, and readily accessible to you. Do not share email addresses. Spam or other filters should be adjusted to accept our emails. We will not be responsible in any way if you do not receive our emails, i.e., for the non-delivery of email or if you fail to check your email-box on a timely basis, etc. 2. Read any notices we send carefully and in a timely manner. Follow further instructions, if any. We recommend that you print and keep a hard copy of our notices for your records.
- I acknowledge that I have read, understand, and agree to the above.
The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that your responses to the following questions must be reflected on your work experience.
- I understand and will answer the following supplemental questions completely and thoroughly.
Please indicate your highest level of education.
- High School Diploma or Equivalent
- Some College
- Associate's Degree
- Bachelor's Degree
- Master's degree
Do you have any experience working for a public sector entity (federal, state, or municipal government)?
- Yes
- No
How many years of recent, full-time experience performing increasingly responsible office support and administrative duties do you have?
- 0 - under 2 years
- 2 - under 3 years
- 3 - under 5 years
- 5 years or more
- No experience
Describe your experience with keyboarding, formatting, and proofreading reports, letters, memoranda, and staff reports. Include years of experience and where it was gained.
07
For questions 8-11, please indicate your level of proficiency in the following software programs using these guidelines: None/Limited - Proficient in less than 25% of the software program's functions; Beginner - Proficient in at least 25% of the software program's functions; Intermediate - Proficient in at least 50% of the software program's functions; Expert - Proficient in at least 75% of the software program's functions.
- I understand
Microsoft Word
- None/Limited
- Beginner
- Intermediate
- Expert
Microsoft Excel
- None/Limited
- Beginner
- Intermediate
- Expert
Microsoft PowerPoint
- None/Limited
- Beginner
- Intermediate
- Expert
Microsoft Outlook
- None/Limited
- Beginner
- Intermediate
- Expert
- Required Question
Salary : $2,000 - $5,000