Business Assistant at City of Morgan Hill, CA

About the Department

CITY OF MORGAN HILL
Business Assistant 
$6,601.66 - $8,425.58 Monthly
$79,220- $101,107 Annually

Job Summary:

Under general supervision of the Public Services Administrative Manager provides technical and support services applying policies, procedures or ordinances as they relate to departmental permit and project processes and functions; perform related work as required.
 

Class Characteristics:

The Business Assistant is a single classification requiring well-developed support skills and the ability to learn and apply technical knowledge related to multiple-disciplines and business services provided by the Public Services and Development Services departments. This classification is also responsible to provide factual information to the public and others and may perform lead duties for other office support classifications. The ability to acquire and apply technical knowledge and skill and assist and advise mid-management in technical support areas and the ability to apply that technical knowledge in the creation and/or modification of forms and documents distinguishes this class from the general office and municipal services assistant classifications.

Ideal Candidate: 

The City of Morgan Hill is seeking an organized, detail-oriented, and customer-service focused individual to support the Public Services and Development Services departments. The Business Assistant must possess the ability to complete varied administrative duties in support of multiple teams and service areas. This position will primarily support the Capital Improvement Program, Land Development Engineering, Building, and Planning teams. The ideal candidate possesses knowledge of accounts payable, purchasing, contracts, records, and customer service in a municipal organization and brings a record of experience demonstrating the following: 

• Customer-service oriented and takes initiative to deliver excellent service.
• Completes work with a high level of accuracy and attention to detail.
• Exceptional organizational and time management skills.
• Adept at juggling multiple priorities to meet targeted deadlines.
• Excellent written and verbal communication skills.
• Embraces the use of technology to improve daily workflow, including Microsoft Office suite and ERP software.
• Problem solver with the ability to recommend solutions to address issues and improve efficiency.

Application and Selection Process:
If you are interested in this exciting opportunity, please apply by Wednesday, October 8, 2025 at 5:00 p.m. 

Please apply on-line at www.morganhill.ca.gov and submit the following: 

• Completed application

• Responses to the supplemental questions

• Cover letter

• Resume

Tentative Recruitment Schedule:
Oral Board Interviews - Week of October 13, 2025
Department Interviews - Week of October 20, 2025

Position Duties

The following duties are performed personally, in cooperation with the Public Services Administrative Manager, and/or in coordination with other City staff and community groups. Additional duties may be assigned.

1. Prepare and/or review, prior to distribution to the public, RFPs, RFQs, public bid documents (specifications), and any other type of document that solicits financial or contractual information for entering into an agreement with a consultant, vendor, contractor, or other party.
2. Prepare bid abstracts and advise mid-management and/or responsible technical persons as to completeness and accuracy of bid results.
3. Prepare and ensure execution of agreements as needed.
4. Maintain and update public bid information on the City's website, including working with the Information Services Division to ensure the newest technology is implemented and utilized.
5. Coordinate the timely retention or destruction of records, per the City's adopted records retention schedule.
6. Utilize the City's Laserfiche system to ensure that the appropriate documents are maintained in a useable format.
7. Perform a variety of complex data gathering, analyses and report writing activities on a special project basis.
8. Perform responsible administrative and technical work in support of the Public Services and Development Services departments.
9. Coordinate and implement programs, policies and procedures.
10. Prepare a wide variety of professional reports, documentation and correspondence. Research and provide recommendations for uniform purchasing, standardized processing processes and procedures creating business efficiencies.
11. Coordinate and assemble a variety of financial/statistical information for inclusion in reports and presentations.
12. Collaborate with management and mid-management in providing consultant services in area of expertise, including contract preparation and coordination/distribution of bids and RFPs.
13. Assist in the development of the annual departmental budget.  Make recommendations and participating in research of historical expenditure patterns, and assists management in compiling overall budget requests.
14. Monitor expenditures after budget adoption and recommend appropriate corrective actions.
15. Receive visitors and answer inquiries regarding the Public Services and Development Services departments procedures and functions.
16. Coordinate and provide factual information regarding City guidelines as they apply to the department's functions.
17. Track and maintain records and information necessary for work related to the department's functions.
18. Process and track contracts, work orders, purchase orders, requisitions and other forms.
19. Track and monitor files and databases and enter and retrieve data using a computer-based records system.
20. Prepare and update a variety of reports, establish and maintain office files, and research and compile information from such files.
21. Operate standard office equipment.
22. Back-up other department support staff as needed.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill, and/or ability required.

Education & Experience:
 1. Graduation from high school or equivalent.
2. Associate's degree from an accredited college with emphasis in public administration, business administration, economics, economic development or closely related field.
3. Four years of administrative experience.
4. Supervisory experience is highly desirable.
  
Licenses & Certificates:
1. Possess a valid California Class C Driver's License in compliance with Driver's License adopted City driving standards.
2. Must possess a typing certification net 50 words per minute dated within six months of date of hire. 

Knowledge of: 
1. Theory, principles and practices of public administration/community development.
2. Standard office administration procedures and practices, including business letter writing and the operation of common office equipment, including the use of a personal computer.
3. Principles, programs and practices of analysis and research methodology.
4. Record keeping, report preparation and filing methods.
5. Correct English usage, including spelling, grammar, and punctuation.
6. Basic practices of specified functional area in a municipality, including City guidelines, procedures, and standard safety procedures.
7. Financial record keeping principles and practices.
8. Basic contract administration principles and practices.
9. Public Contract Code is desirable.
 
Skill in:
1. Providing varied office administrative and clerical assistance with a minimum of supervision.
2. Answering inquiries and providing factual, technical information regarding the activities in Community Development.
3. Independently prioritizing work, coordinating several activities, and following-up as required.
4. Using initiative and sound independent judgment within established guidelines.
5. Customer service techniques and practices.
6. Use of common office software including Microsoft Office.
7. Providing outstanding customer satisfaction (internally and externally).
 
Ability to: 
1. Rapidly learn the specific procedures related to the work, including the use of a computer for word processing and records retention, under limited supervision.
2. Communicate tactfully and effectively with the public.
3. Work well in a position of high-volume public interaction.
4. Prepare and update a variety of detailed reports and documents.
5. Use initiative and sound judgment within established guidelines.
6. Establish and maintain working relationships with those contacted in the course of the work.
7. Maintain and organize a variety of files for various disciplines within the Community Development Agency.

Other Qualifications

PHYSICAL DEMANDS: Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
1. While performing the duties of this job, the employee is regularly required to talk or hear. Employee frequently is required to sit, stand, walk, use hands and fingers to handle or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, or crouch.
2. Employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception, the ability to adjust focus.
 
WORK ENVIRONMENT: Work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
1. Employees generally work 90% indoors and 10% outdoors.
2. The work environment indoors is usually in a temperature-controlled office.
3. Noise level in the work environment is usually moderate.

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