Administrative Secretary at City of Santa Rosa, CA

About the Department

Take your career to the next level providing high-level administrative support to the City of Santa Rosa as an Administrative Secretary!

The Benefits of City Employment: In addition to offering a challenging, rewarding work environment and an excellent compensation, the City of Santa Rosa provides a generous suite of benefits. We offer retirement through CalPERS, your choice of Kaiser HMO or Anthem PPO, employer paid dental and vision, employer paid basic life insurance, option to enroll in deferred compensation, retiree health stipend, flexible and dependent care spending accounts. More information regarding benefits associated with this position can be found in the Unit 4 MOU and on our Miscellaneous Employee Benefits Page.   

Additional Benefits Include:

• A 4.00% salary increase effective July 2026
• 12 paid holidays annually, plus 1 to 3 "floating holidays" per year depending on hire date and years of service
• $500 Annual wellness payment
• City of Santa Rosa is an eligible employer for the Public Service Loan Forgiveness Program
• Paid Family Leave

The Ideal Candidate: 

The current vacancy is in the Finance Dept. The ideal candidate will be a self-motivated, results-oriented team player with strong editorial experience, a proactive approach to administrative tasks, and exceptional organizational and time management skills. Proficiency in Microsoft Office Suite and Adobe Professional (intermediate to expert level) is highly desirable.

In addition, the successful candidate will:

• Provide skillful and professional administrative support to the respective department Director or designee

• Assist and support the Administrative Services Officer (ASO) with budget data entry

• Acts as the Recording Secretary for multiple Council Boards with Recording Secretary duties, including meeting coordination, meeting minutes, Legistar and web uploads, and other file management

• Process invoices, requisitions (non PSA) and requests for billing

• Process Department related citizen inquiries from the City Manager's Office, including Public Record Act requests

• Coordinate, Review, Upload and Monitor all City Council report items in Legistar

• Create personnel action forms, track evaluations, assist with recruitments and perform miscellaneous personnel tasks with the ASO

• Process training and travel requests including registration, reservations, forms, etc.

• Back up for other divisions within Finance

• Back up the Administrative Technician to support all duties within the Finance Admin Team

• Coordinates Record Retention

• Oversees Deferred Compensation with Payroll

• Maintains Office supplies and equipment

• Manages Website and INET updates

Selection Process: The selection process may include a minimum qualifications assessment, application and supplemental questionnaire scored review, and/or a skills exam. Hiring departments may conduct an initial interview and a final selection interview.

How to Apply: Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Incomplete responses, or responses such as "See Resume" may result in disqualification from the selection process. 

Additional Requirements: Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. 

For more information about this exciting opportunity, please contact Alberto Sanchez at [email protected]

Position Duties

General Duties: Administrative Secretaries provide advanced, senior-level administrative support to their assigned department, board, or commission. Responsibilities may include supervising other support service staff. Depending on the department and duties assigned, Administrative Secretaries may be assigned Confidential (not represented by an employee association or union) or Non-Confidential status. Typical duties include: 

• Preparing a wide variety of reports, letters, memoranda, statistical charts, and other materials 
• Independently perform all of the office support work
• Research, compile and analyze data for special projects
• Participate and assist in preparing comprehensive reports and compiling budget requests 
• Implement and assist in developing office procedures and policies 

Minimum Qualifications

Knowledge of: Principles of supervision and training; modern office procedures and practices; organization, procedures, and operating details of a department or division; correct punctuation, spelling, and grammatical usage; basic business arithmetic; modern office equipment, including computers and word processors; filing, indexing, and cross-referencing methods; financial record keeping and reference sources.  

Ability to: Type at a speed of not less than 50 net words per minute; work under tight deadlines; learn department policies, procedures, organization, and operating details; understand the organization and operation of the City and of outside agencies; understand, interpret and apply a body of technical information beyond assigned department policies and procedures; comprehend and make inferences from written material; produce written documents using proper punctuation, grammar and spelling; plan and assign work and train other support services employees; communicate effectively both orally and in writing; communicate orally face to face and using a telephone; work cooperatively with other departments and outside agencies; may be required to take dictation at a speed of not less than 90 words per minute. 

Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience - Sufficient experience performing responsible office support duties to demonstrate possession of the knowledge and abilities listed above, including one year of experience comparable to that of a Senior Administrative Assistant in the City of Santa Rosa. Education - Equivalent to completion of the twelfth grade. Completion of clerical or business training programs is highly desirable.

License or Certificate: For some positions, individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Driver License, OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations in the City which may or may not be reachable by public transportation.

Other Qualifications

Working conditions and physical job requirements are available on the online job description.
 
Santa Rosa - A Wonderful Place to Call Home: 
The City of Santa Rosa is located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa is the seat of Sonoma County and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.