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Under the supervision of the City Manager/City Clerk, the Administrative Assistant performs a variety of tasks related to Human Resources, Risk Management and the City Clerk’s Office. Tasks include but are not limited to: agenda preparation, legal notice publication, records management, campaign and statement of economic interest filings, notarizing and recording of City documents, assist with bid openings, and responsible for confidential secretarial duties.

Duties may include, but are not limited to:

• Prepare, assemble and distribute of agenda packets for the City Council, Planning Commission, Roads Advisory Committee, Investment Advisory Committee, and Public Safety and Emergency Preparedness Committee meetings.
• Attend City Council, Commission, and Committee meetings to record official proceedings.
• Prepare official meeting minutes of actions taken.
• Assist in coordinating advertising, including preparation of legal notices, ensuring timely publication and review of invoices for accuracy, and placement of notices in designated locations.
• Write staff reports and other office related documents as needed.
• Review and edit reports and other documents for completeness, accuracy, format, and appropriate grammar.
• Certify, publish, and file resolutions and ordinances.
• Coordinate with the codification of the City’s Municipal Code.
• Write proclamations and certificates of recognition/appreciation for the City Council.
• Assist the City Clerk in the administration of City elections; assist with the coordination of candidate handbooks and other elections related documentation; assist with processing candidate paperwork and coordination with the County election office. 
• Assist with coordination of Conflict of Interest Code filings and Political Reform Act filings.
• Manage the Citywide records management program and official City records.
• Receive and respond to public records requests and ensure compliance with the Public Records Request Act.
• Notarize and record official City documents as needed.
• Assist in the Human Resources Division of the City Manager/City Clerk’s Office, including process enrollments, additions, deletions, and all activities related to employee benefits which include medical, dental, vision, life, and other benefits.
• Draft and process distribution and advertisement of job flyers.
• Process invoices related to recruitment costs.
• Assemble interview packets.
• Draft and forward correspondence to all applicants during various phases of the selection process.
• Process all new hires and separations.
• Establish and maintain personnel files.
• Work with the Finance Department in maintaining accurate step increases by drafting and processing of Personnel Action Forms.
• Process workers’ compensation claims and claims for damages filed against the City.
• Assist with coordinating with third party administrators, attorneys, City Manager/City Clerk and claims adjusters and all other parties related to the claim.
• Generate and process Personnel Action Forms for new hires, promotions, separations, and other personnel actions.
• Coordinate and set-up mandated training for City staff and local officials.