Administrative Secretary (Public Works) - GovernmentJobs.com : Job Details

Looking for your next challenge in a fast-paced public sector role? The City of Pismo Beach is offering an exciting opportunity for a detail-oriented Administrative Secretary to support the leadership team and daily operations of the Public Works Facilities Division.

This high-impact position plays a vital role in keeping the division running smoothly, handling a wide range of administrative responsibilities such as scheduling, document preparation, invoice and purchase order processing, budget tracking, vendor coordination, and public communication.

This is a full-time, in-person office position located at the City's Public Works Corporation Yard.

An ideal candidate will have:

• Strong administrative and organizational skills
• Excellent communication and customer service abilities
• Tech-savvy with solid computer skills (MS Office, databases, etc.)
• Experience working with diverse teams and the general public
• Ability to think on their feet and solve problems independently

If you thrive in a fast-paced, multi-tasking environment and enjoy making things run smoothly behind the scenes, we'd love to hear from you!

Under general direction, performs a variety of responsible and complex office administrative, secretarial, and clerical duties in support of an assigned department director and/or related management, professional, and supervisory staff, including planning, organizing, and overseeing the operations and functions of the assigned office; serves as a liaison in coordinating assigned programs, projects, and services with other City departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs other duties as required.

First round of interviews are scheduled for Monday, September 22, 2025. Final interviews are scheduled for Friday, September 26, 2025. Interviews will be in-person.

Knowledge of:

• Basic project and/or program coordination and report preparation techniques.
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and procedures of record-keeping and reporting.
• Principles and practices of data collection and report preparation.
• Business letter writing and the standard format for reports and correspondence.
• Business mathematics and basic statistical techniques.
• Modern office practices, methods, and computer equipment and applications related to the work, including word processing, web design, database, and spreadsheet applications
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues.
• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Coordinate and oversee technical and programmatic administrative activities.
• Interpret, apply, and explain applicable Federal, State, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Compose correspondence and reports independently or from brief instructions.
• Understand and carry out complex oral and written directions.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

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: Equivalent to the completion of twelfth (12th) grade supplemented by college-level coursework and/or technical training in secretarial science and/or office administrative support and five (5) years of responsible administrative support experience involving a high level of public contact. Licenses and Certifications: Possession of, or ability to obtain, a valid California Driver's License by time of appointment.

The City reserves the right to adjust the recruitment and testing/selection process to best meet the needs of the City. The provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained in this bulletin may be modified or revoked at any time.