Administrative Assistant III at City of San Luis Obispo – San Luis Obispo, California

If you are selected for interviews, they will take place in person on Thursday, October 23, 2025, so please hold that date.

The current opening is within the Police Department however the eligibility list established during this recruitment may be used by other departments.

THE SUCCESSFUL CANDIDATE:
The successful Administrative Assistant III for the Police Department is somebody who can efficiently carry out a range of administrative tasks that include: supporting the department staff with the ability to conduct calendaring, procurement, general ledger knowledge and maintenance, processing and managing paperwork (finance documents, permits, CCW’s ), conducting phone reference checks, professionally interacting with the public, and assessing and recommending business processes.

The successful candidate is able to act in a liaison role with other Admin and Finance staff within the City, as well as represent the department at advisory meetings and internal committees. The candidate demonstrates strong writing and proof-reading skills, is highly organized, works efficiently, has effective interpersonal skills, the ability to be efficient in a high-energy work environment, and is up for a variety of challenges to stretch and expand their skill sets. The candidate must successfully pass a background check and be able to work in an environment that requires discretion, as they may overhear confidential or sensitive case-related information.

They are committed to the City Team and care about the organizational culture, as well as the San Luis Obispo community.

JOB SUMMARY:
Provides varied office administrative and secretarial support to an operational department director or Assistant Director and related management, professional and supervisory staff or to a City-wide functional office such as the City Manager or the City Clerk; performs technical support work related to the department to which assigned; may provide lead direction to a small office support staff.

CLASS CHARACTERISTICS:
Administrative Assistant III is the advanced journey-level in this professional support class series. This is an administrative office support classification, normally coordinating the office work of a department in addition to personally performing multiple secretarial duties to ensure the efficient customer service provision of the assigned department. Positions may also perform City-wide office administrative work for the City Council, the City Manager and associated administrative staff. Responsibilities require the frequent use of tact, discretion and independent judgment as well as knowledge of departmental and City activities. The work may have technical aspects, requiring the interpretation and application of complex policies, procedures and regulations and may involve extensive public contact. The work normally involves regular interaction with government officials, City advisory bodies or commission members, representatives of business or community organizations, the public and all levels of City personnel to exchange information and explain administrative policies and procedures. This class is distinguished from other office support classes by the nature, scope, complexity and diversity of responsibilities originating at a department head or City-wide level.

SUPERVISION RECEVIED AND EXERCISED:
This classification receives general supervision from a senior management staff member. Specified positions may provide work direction, instruction and/or review to less experienced, part-time or volunteer staff on a project or day-to-day basis.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

• Oversees and ensures that the office administrative functions of the department to which assigned are effectively carried out; recognizes and solves issues and problems in situations that may require the use of tact, independent judgment and skill in resolving conflicts.
• Maintains a calendar and coordinates the schedule of the departmental management staff, representatives of other organizations and the public; makes travel arrangements as required.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, processing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings and serving on various task forces and committees.
• May perform departmental fiscal tasks such as; processes bills and invoices for payment; prepares and transmits a variety of financial documents, including payroll; assists in budget preparation and administration and maintains records of purchase orders, payroll, expense statements and other fiscal transactions.
• Receives and screens visitors and telephone calls, providing a high level of customer service to both external and internal customers; provides information to City staff, other organizations and the public, requiring the use of judgment and the interpretation of complex policies, rules, procedures and ordinances.
• Performs project research and report preparation related to the activities of the department to which assigned; may prepare technical reports and perform other technical work related to the department to which assigned.
• Reviews reports prepared for the City Council and the City Manager; prepares Council agenda items; may coordinate the preparation and distribution of the Council agenda packet and minutes if assigned to the City Clerk's office.
• May serve as staff to, coordinate the activities of, and attend and record the minutes of the City Council, various commissions, boards and committees and/or interdepartmental or departmental meetings; follows-up on decisions as required; may serve on a variety of departmental or City-wide project teams or committees.
• Prepares detailed and confidential correspondence, reports, forms, invitations, graphic materials and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting and correct English usage, including grammar, punctuation and spelling.
• Organizes and maintains various administrative, confidential, reference and follow-up files; purges files as required; may assist in the maintenance of the official records of the City, including the City Code and receive official documents as assigned.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones; may operate a two-way radio or other department-specific equipment.
• Responds to public records requests. Is knowledgeable in City and State policies regarding document retention and response to public records requests.
• May provide work direction, review and instruction to a small office and/or volunteer staff on a project or day-to-day basis.
• Performs related duties similar to the above in scope and function as required.

• Basic organization and function of public agencies, including the role of an elected City Council and appointed boards, commissions and committees.
• Codes, regulations, policies, technical processes and procedures related to the department to which assigned.
• Contemporary standard office administrative and administrative assistant practices and procedures
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work, including word processing, database, spreadsheet and website applications.
• Records management and filing principles and practices.
• Business arithmetic and basic statistical techniques.
• Techniques for providing a high level of customer service to the public, the community and City staff, in person and over the telephone.

Ability to:

• Provide varied and responsible secretarial and office administrative work. requiring the use of independent judgment, tact and discretion.
• Interpret and implement policies, procedures, technical processes and computer applications related to the department or organizational unit to which assigned.
• Analyze and resolve office administrative and procedural problems.
• Perform basic research and prepare reports and recommendations.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic and statistical calculations.
• Use English effectively to communicate in person, over the telephone and in writing.
• Direct and review the work of staff on a project basis.
• Use tact, initiative and sound independent judgment within established policy and procedural guidelines.
• Use specialized software related to the department to which assigned, including database management, graphics and publication production and departmental Website maintenance.
• Develop effective team relationships with City staff at all levels.
• Organize own work, setting priorities, working independently on a day-to-day basis, meeting critical deadlines and balancing multiple objectives.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Work in a team atmosphere and participate on a variety of departmental and City-wide committees and tasks to enhance the provision of all City services.
• Enter data into standard computer formats and produce co correspondence and reports with speed and accuracy sufficient to perform assigned work in a timely manner.
• Attend off-hours meetings, events or work occasional overtime as required.
• Work in a standard office setting and to use standard office equipment, including a computer.
• Lift and carry twenty pounds
• Read printed materials and a computer screen
• Communicate in person and over the telephone

EDUCATION AND EXPERIENCE:

POSSESSION AND MAINTENANCE OF:

• Specified positions may require certification as a Notary Public.

THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Specified positions may require a background investigation performed by the San Luis Obispo Police Department
• Livescan Fingerprinting (DOJ)
• Livescan Fingerprinting (FBI) – Administrative Assistant assigned to Police, IT, Parks and Rec, and Parking