City of Sierra Madre- Administrative Aide

12/28/2020 10:55:44 PM 302

Salary$3,251.73 - $4,028.27 Monthly $39,020.80 - $48,339.20 Annually

$39,020.80 - $48,339.20 Annually

Location 232 West Sierra Madre Blvd, Sierra Madre, CA

Sierra Madre, CA

Job Type

Full Time


Administrative Services

Job Number


Closing date and time

1/7/2021 at 2:00 PM Pacific Time (US & Canada); Tijuana


CLOSING DATE: SCHEDULED FOR THURSDAY, JANUARY 7, 2020, AT 2:00PM, or upon receipt of 100 qualified applications, whichever comes first.


Under direct supervision, performs customer service work at the City Hall public counter and over the telephone.  Assists in city-wide communications via various social media platforms, print ads, press releases, etc.  Prepares reports and correspondence, prepares City Council and/or commission agendas and meeting packets, maintains correspondence files; maintains the records management system, and provides customer services to a variety of customers. Additional duties may include the issuance, processing and collection of licenses, fees, utility billing and related permits.

The fundamental reason this classification exists is to perform a variety of support duties for citywide communications, prepares reports and correspondence, prepares City Council and selected City Commission or Committee agendas, maintain the general contract and correspondence files; maintains records management systems, provides customer services to a variety of customers, works on special projects as assigned

Examples of Duties

  • Performs administrative assignments including typing, data entry, filing, and answering telephones; 
  • Collects applications, permit fees and issues department permits; 
  • Acts as cashier; receives payments for city departments; prepares, balances and closes out cash drawers; inputs cash receipts into computer; copies and files receipts; deposits cash. 
  • Assists in the preparation and distribution of commission, committee, and City Council meeting agendas and agenda packets; 
  • Prepares city communications on various social media platforms, Nixle, press releases; 
  • Prepares and reviews purchase orders, invoices and submits them for approval and payment; 
  • Aids in the monitoring and control of the budget; 
  • Researches requests and complaints and responds in person, by telephone, and in writing in accordance with established divisional or departmental policies and regulations; 
  • Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service; 
  • Continually promote, in actions, words and writing, the highest customer service standards; 
  • Assist in event planning for Mayor and City Council events
  • Other duties as assigned.

Typical Qualifications

Knowledge of:

  • Principles and practices of public administration. 
  • Administrative research methods, techniques, and methods of report presentation. 
  • Principles and practices of office management and equipment. 
  • Department goals, objectives, policies, and procedures. 
  • Adobe Creative Suite experience a plus
  • Video editing experience a plus
  • Photoshop or photo editing experience a plus
Ability to:
  • Handle sensitive and delicate public relations situations with a high degree of firmness and cordiality. 
  • Respond to the public under stressful circumstances in a fair, calm and understanding way to obtain positive results. 
  • Successfully communicate orally and in writing in the English language with customers, clients, and the public in face-to-face, one-on-one settings, in group settings, and using a telephone. 
  • Comprehend and make inferences from written material in the English language. 
  • Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly, while still meeting deadlines). 
  • Work safely without presenting a direct threat to self or others. 
  • Work cooperatively with other City employees and the public. 
An Associates or Bachelor's degree in communications, business, public, or a related field is desirable but not required; at least 1 year general, technical experience preferably in local, municipal government; general office experience involving public contact, typing, filing answering telephones and computer use. Other combinations of education and experience that meet minimum qualifications may be submitted.
Licenses; Certificates; Special Requirements:
Must possess a current American Red Cross certificate in First Aid/CPR/AED for Schools and the Community or obtain within three months of employment as well as a valid Class C California driver's license and the ability to maintain insurability under the City's Vehicle Usage Policy.

City of Sierra Madre
626-355-7135 x 331
232 West Sierra Madre Blvd

Sierra Madre, California, 91024