Administrative Coordinator

Description

Administrative Assistant – City Manager’s Office

Position Summary

The Administrative Assistant provides high-level administrative and clerical support to the City Manager and City Manager’s Office. This position plays an important role in supporting daily departmental operations, coordinating schedules and communications, and serving as a professional point of contact for City staff, elected officials, residents, community organizations, and outside agencies.

Key Responsibilities

• Provide comprehensive administrative support to the City Manager and City Manager’s Office.

• Manage calendars, schedule meetings and appointments, and coordinate meeting logistics.

• Coordinate travel arrangements, conferences, special events, and departmental activities.

• Prepare, proofread, format, and distribute correspondence, reports, presentations, agendas, and other materials.

• Maintain confidential files, records, documents, and sensitive information with a high level of discretion.

• Serve as a primary point of contact for City staff, elected officials, residents, community organizations, vendors, and outside agencies.

• Respond to inquiries, provide general information, and route requests to the appropriate City department or staff member.

• Assist with preparation and coordination of City Council agendas, meeting materials, reports, and supporting documentation.

• Track departmental projects, assignments, deadlines, and follow-up items to ensure timely completion.

• Process invoices, purchase orders, expense reports, and other departmental administrative documentation.

• Coordinate internal and external communications on behalf of the City Manager’s Office.

• Assist with special projects, research, event coordination, and other departmental initiatives.

• Maintain organized electronic and physical filing systems.

• Perform additional administrative duties as assigned.

Requirements

Qualifications

• Previous administrative support experience; experience within a city, municipality, government agency, or public-sector environment is highly preferred.

• Strong organizational and time-management skills with the ability to manage multiple competing priorities.

• Excellent written and verbal communication skills.

• Strong attention to detail and accuracy.

• Professional demeanor with strong customer service and interpersonal skills.

• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information.

• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.

• Ability to work effectively with executive leadership, elected officials, City employees, residents, and outside organizations.

• Ability to work independently while meeting deadlines in a fast-paced municipal environment.

TalentMatch®

­Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

Robert Half will consider for employment qualified applicants with arrest or conviction records in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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