Job Details

Salary : $55,822.00 - $68,536.00 Annually
Location : City of San Luis Obispo, CA
Job Type: Regular Full Time
Department: Public Works Administration
Opening Date: 03/05/2026
Closing Date: 3/20/2026 5:00 PM Pacific
FLSA: Non-Exempt

JOB DESCRIPTION
If you are selected for interviews, they will take place in person on Thursday, April 9, 2026, so please hold that date.
The current opening is within the Public Works and Utilities Department; however, the eligibility list established during this recruitment may be used by other departments.
SUCCESSFUL CANDIDATE STATEMENT

The successful Public Works Administrative Assistant III is someone who thrives in a fast-paced environment and is comfortable managing multiple tasks at once. They remain calm and adaptable during changing priorities or stressful situations. This individual works well both independently and as part of a team, demonstrating strong initiative, self-motivation, and a proactive approach to problem-solving.

They bring excellent customer service abilities and can effectively manage challenging interactions with the public. Strong oral and written communication skills are essential. The ideal candidate is proficient in Microsoft Office, learns new software quickly, and consistently delivers accurate, high-quality work while prioritizing tasks in a demanding setting.

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
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
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.

KNOWLEDGE AND ABILITIES:

Knowledge of:

• 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

TYPICAL QUALIFICATIONS
EDUCATION AND EXPERIENCE:

Equivalent to graduation from high school with supplemental business school or applicable college-level course work;

and

Three years of responsible office administrative, secretarial and/or general clerical experience;

or

An equivalent combination education and experience.
Experience dealing with the public and working in a public agency setting is desirable.

Word processing speed of at least 45 w.p.m. is preferred.

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

For a detailed spreadsheet of employee benefits by bargaining group, please view our

Retirement: California Public Employee's Retirement System (PERS). The City participates only in the medicare portion of Social Security.

Health: the City has a cafeteria plan for health, dental and vision insurance and contributes towards medical insurance. Employees may choose from several health insurance options. There are also two dental plans to choose from. See the Benefits Summary link to determine the contribution amount.

Life and Accidental Death and Dismemberment (AD&D) Insurance: group term life and AD&D insurance is provided for all regular employees. The amount of coverage varies depending on the classification. Employees may purchase additional life and AD&D insurance for themselves and their dependents.

Vacation: employees receive 12 days per year increasing to 20 days after 20 years.

Holidays: employees receive 12-13 days per year depending on the classification.

Sick Leave: employees receive 12 days per year.

Administrative Leave: is a benefit available to management employees. The number of administrative leave hours varies depending on the classification.

Flexible Work Schedule: is available to many positions within the City organization.

Long Term Disability Insurance: is available for regular employees. The amount of benefit and contribution by employee varies by classification.

Deferred Compensation: is available for employees to set aside a portion of their salary on a pre-tax basis to supplement retirement.

Wellness Program: offered to help employees gain knowledge, skills and motivation to improve the quality of their lives and well-being.

Employee Assistance Program: a counseling and consultation service designed to help employees and eligible family members with a wide range of personal issues.

Flexible Benefits Program: available to help employees save taxes on: (1) Pre-tax health insurance premium deductions, (2) Unreimbursed/ uncovered medical expenses, and (3) Dependent care expenses.

Tuition Reimbursement: up to $1500 annually for job-related educational costs is available to employees who have passed probation.

Trip Reduction Incentive Program (TRIP): incentives are available for employees who voluntarily participate in alternative forms of transportation to and from work.

Computer Purchase Program: interest-free loans to employees who have passed probation and who purchase computers for personal use with City approved software configuration.

Professional Association for City Employees (PACE): voluntary organization for professional development training classes, monthly membership meetings with a variety of speakers, and social functions designed to facilitate interaction with employees from all departments in a relaxed setting away from work.
01

Which of the following best describes your highest level of education?

• Master's degree or higher
• Bachelor's degree
• Associate's degree or vocational equivalent
• Some college
• High School/G.E.D.
• None of the above

02

Do you have any supplemental business school units or applicable college-level course work?

• Yes
• No

03

Please explain your supplemental business school or applicable college-level course work. If you answered "No" to the previous question please put N/A.
04

How many years of responsible office administrative, secretarial and/or general clerical experience do you have?

• 8 years or more
• 7 years to 7 years 11 months
• 6 years to 6 years 11 months
• 5 years to 5 years 11 months
• 4 years to 4 years 11 months
• 3 years to 3 years 11 months
• 2 years to 2 years 11 months
• 1 year to 1 year 11 months
• Less than 1 year
• No Experience

05

Please explain your office administrative, secretarial, and/or general clerical experience in detail.
06

Do you have experience dealing with the public and working in a public agency setting? If yes, please explain in detail. Otherwise, please put "N/A". (desirable, not required)
07

What is your word processing speed?

• 56 w.p.m. or more
• 50 w.p.m. to 55 w.p.m.
• 45 w.p.m. to 49 w.p.m.
• 40 w.p.m. to 44 w.p.m.
• 35 w.p.m. to 39 w.p.m.
• 30 w.p.m. to 34 w.p.m.
• 29 w.p.m. or less

Required Question