Administrative Assistant

You're someone who loves it when everything is in its proper place. Creating administrative systems that are easy to use, maintain, and understand brings you a sense of calm. You take pride in organizing systems, people, and documents. (You might even love colored folders, really excellent pens, and special post-its.) You thrive on supporting multiple team members. Coordinating budget activities, procurement activities, and accounts payable invoices is totally your jam. Is this you?? Apply now to be considered for all current and upcoming vacancies! Our Administrative Assistants provide vital administrative and organizational support across various City departments.

The Administrative Assistant classification includes positions in multiple departments; ALL VACANCIES WILL BE FILLED FROM THIS RECRUITMENT, so express your interest now! **This journey-level classification is responsible for independently performing a variety of routine to moderately difficult administrative, customer service, accounting, database support, and office support duties for management and departmental staff. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.**

To view the full job description, please click here.

APPLICATION PROCESS:
Applications will be accepted for Administrative Assistant positions IN ALL DEPARTMENTS; we do not anticipate running any additional recruitments for specific departments, so please apply now for consideration for any available positions. We do have current vacancies, and expect more over the next several months! At the end of the application, you will have the opportunity to specify which departments you'd prefer to work in - you may select as many or as few as you'd like. Applications will be accepted until Monday, July 21, 2025, at 10:00 a.m.

PLEASE NOTE: In order to be considered, you must attach the following documents in PDF format to your application:

• Current resume (not to exceed two pages, use standard font size and margins); and
• Compelling cover letter (in proper business letter format, introducing yourself, and including a paragraph describing your experience managing multiple calendars, scheduling meetings with multiple parties, and handling travel arrangements for a variety of team members).

COMMUNITY
A City whose heritage spans more than a century, the City of Corona, located in Riverside County, California, encompasses around 40 square miles and has a vibrant, culturally diverse population of approximately 168,100 residents. Residents of Corona enjoy a variety of cultural, recreational, and educational opportunities that provide a first-rate quality of life for its residents and visitors. Within an hour's travel time, outdoor enthusiasts can enjoy such winter activities as snowboarding and skiing, and such summer activities as surfing, boating, or simply relaxing on a beach. Corona's economy is strong and getting stronger; more than 84,000 people work here. Our retail, commercial, and housing areas are expanding, and office development continues to be strong.

THE ORGANIZATION

The City of Corona is a General Law city operating under a Council-Manager form of government. Policymaking and legislative authority are vested in the City Council, consisting of a Mayor and four Council Members. Members of the City Council are elected by District to a four-year term. The Mayor is selected by the Council and serves as the presiding officer for one year. The City's total operating budget for Fiscal Year 2026 is $422.7 million with a General Fund operating budget of $231.3 million. Corona enjoys a workforce of 935 dedicated employees who provide high-quality services to its residents and visitors each day.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

• Performs a variety of professional and administrative functions involved in the operation of the assigned department; researches, prioritizes, and addresses incoming issues and concerns; provides information and handles issues that may require sensitivity and use of sound, independent judgment.
• Composes, formats, edits, revises, proofreads, and prints a variety of documents including correspondence, memoranda, agreements, contracts, legal documents, personnel action forms, reports, policies, informational materials, ordinances, resolutions, staff rosters, technical charts and tables, and other materials; types from rough notes, drafts, dictation, modified standard formats, and brief oral instructions; develops, revises, and maintains standardized and master documents; assists in designing and producing technical information handouts.
• Serves as first point of contact for customer phone calls; answers, screens, and refers visitors and telephone calls to appropriate staff, departments, or agencies; assists customers at a public counter; responds to requests and complaints from customers and the public; refers complaints to appropriate staff and/or takes or recommends action to resolve the complaint.
• Prepares, distributes, and posts agendas; takes and transcribes detailed meeting minutes and transcripts for assigned meetings; schedules commission meetings; prepares, formats, edits, revises, and proofreads staff reports; uploads exhibits, staff reports, and resolutions; creates and mails notices of public hearing to residents; attends commission and committee meetings; maintains effective working relationships with elected City Council members and other appointed boards and commissions.
• Drafts legal notices; types and mails meeting notices to applicants, property owners, and other interested parties; drafts procedures and arranges for publication of legal notices; may maintain files of Certificates of Publication and hearing case files; ensures all information is accurate and files are complete.
• Organizes and coordinates meetings, seminars, conferences, and training sessions for department staff; creates staff schedules and calendars; initiates travel arrangements and itineraries for staff; schedules appointments and inspections; receives, opens, time stamps, sorts, and routes incoming mail.
• Assists with the preparation of the department/division annual budget; provides cost estimates and recommendations for budgetary allocations during the fiscal year; updates and maintains progress payment spreadsheets for various projects; balances budget accounts.
• Prepares and processes various invoices and reimbursements for payment; enters payment information into database system; administers purchase requisitions and change orders for professional services and projects; releases purchase orders; creates check requests; prints receipts; checks information and dates in database for payments; forwards invoices to Finance for payment; processes and reconciles City credit card payments; researches and compiles statistical records and financial data.
• Trains, oversees, coordinates, and checks the work of office support staff; provides technical direction to administrative support personnel and allocates tasks to other administrative support positions; serves as point of contact for high school internship students and volunteers; schedules, assigns work, trains, and evaluates the work of interns and volunteers.
• Creates, organizes, and maintains department records; directs and/or participates in implementing the department's record retention program in accordance with the City's records destruction policy; organizes and maintains databases and determines how information can be extracted for various department reports; organizes and maintains contracts, bid documents, proposals, and related information.
• Routes and responds to public record requests; queries databases to pull related records; compiles and reviews electronic and hard copy records; seeks authorization from management to release records; ensures records are accurate; submits authorized records to the City Clerk; ensures only those records requested are included.
• Advertises requests for proposals as well as bids for capital improvement projects; prepares and maintains bid results and updates specifications; reviews and verifies bid bonds, contractor and sub-contractor licenses, and Department of Industrial Relations (DIR) numbers; maintains copies of contracts, bid documents, proposals, and related information.
• Coordinates new hire set up, including computer hardware and software access and telephone extension setup; submits service requests for department staff's maintenance and technology needs.
• Applies a variety of database, spreadsheet, word processing, and graphics software programs and functions for departmental and division reports.
• Updates online forms, templates, phone lists, rosters, class registration information, and department memos on the City's website and/or department intranet site; directs inquiries from the public to the City website.
• Plans, organizes, coordinates, and evaluates the effectiveness of work processes, systems, and procedures to achieve efficiency and effectiveness in work standards; implements and utilizes various methods to analyze, manipulate, store, and retrieve a variety of department-related data.
• Orders a variety of office supplies, including custom products, business cards, staff shirts, and safety supplies.
• Observes and complies with City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be completion of 12th grade (or the equivalent) and five years of increasingly responsible office administrative experience.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.