Jul 26, 2023


Ontario, CA

The Administrative Assistant performs complex and confidential administrative work for their assigned department, including supporting management and executive staff, handling special projects, managing the department budget, coordinating contracts, liaising with board and commissions and taking minutes at official meetings, and attending to administrative details. The ideal candidate should have excellent communication and interpersonal skills, be highly organized, and able to exercise independent judgment and discretion.
The Administrative Assistant classification is a common classification used in a variety of City departments.

Examples of Essential Functions

The essential functions typically performed by the Administrative Assistant include the following:

  • Performs a variety of secretarial and office tasks.
  • Researches, composes, types and edits reports, correspondence, minutes, and city council agenda reports.
  • Prepares and maintains complex files and records which include but are not limited to contracts, insurance forms, requisitions, purchase orders, agenda records, and employee records while meeting the City’s record retention guidelines.
  • Types, processes, and distributes confidential employee personnel action forms and evaluations.
  • Prepares promotional and marketing materials, public announcements, legal statements, and other information having media applications.
  • Conducts basic research or inquiries and complies statistics in support of particular departmental needs.
  • Maintains appointment schedule and calendar for department director or other department managers and supervisors.
  • Processes agenda information for commission meetings and compiles information to submit to the City Manager’s Office or City Clerk’s Office, including legal and public notices, decisions, and approval letters; records meetings (takes minutes as needed).
  • Answers incoming calls and routes calls to appropriate staff or resources; greets and directs visitors to proper parties based upon knowledge of departmental and City operations.
  • Coordinates and makes arrangements for meetings, conferences, workshops, and travel for staff, managers, supervisors, administrators, or other personnel.
  • Supervises, trains, and provides work direction to other office support positions, as needed.
  • Arranges, assembles, and prepares designated information for department annual budget.
  • Provides administrative assistance to commissions or major committees.
  • May purchase and maintain department office supplies, equipment, and materials.
  • May testify in court.
  • Prepares requisitions; compiles quotes/bids for department, related equipment, and materials.
  • Assists with various projects and tasks as assigned.

Qualification Guidelines:

Four years of increasingly responsible general clerical experience. Ability to type with speed and accuracy.

A valid California Class C driver license and an acceptable driving record at the time of appointment and throughout employment.

Associate’s degree in secretarial science, office administration, or a related field; public agency experience, experience in Microsoft Office products, and knowledge of municipal operations and organizations.

To apply visit the City of Ontario website here by August 8, 2023

Salary: $28.89 – $35.11 Hourly


The City offers medical, dental, vision, Flexible Spending, life insurance, retirement plan savings and so much more!