Administrative Assistant

Administrative Assistant in Public Works

Join Our Team in Public Works! The City of San Bernardino's Public Works Department is seeking a motivated Administrative Assistant to support our Operations & Maintenance Division the team responsible for maintaining the City's essential infrastructure and public spaces.

As a future member of our team, you'll be joining a city with deep roots, cultural diversity, and exciting momentum. Located in the heart of Southern California's Inland Empire, San Bernardino is the county seat and largest city in San Bernardino County, home to more than 222,000 residents. Its rich history shaped by Native American, Mexican, and Spanish influences continues to inspire the city's evolving identity.

San Bernardino offers access to major transit corridors, natural beauty, and a wide range of housing and lifestyle options. It's a place where public service careers are supported by a strong sense of community and purpose and where motivated professionals can grow, contribute, and be part of something meaningful.

As an Administrative Assistant in Public Works, you will play a key role in supporting daily operations that keep our City safe, clean, and functional. This position provides a variety of administrative and clerical support to management and field crews, including coordinating service requests, preparing and tracking purchase orders, assisting with budgeting and payroll documentation, and maintaining accurate records for projects and maintenance activities.

This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys working with a diverse team, and takes pride in contributing to projects that directly impact the community. The ideal candidate is organized, dependable, and comfortable juggling multiple priorities while providing excellent customer service to both internal and external stakeholders.

The ideal candidate for this position is a proactive and dependable professional who thrives in a team-oriented environment. They are highly organized, detail-focused, and skilled at managing multiple priorities with accuracy and composure. The successful candidate demonstrates strong communication and customer service skills, is comfortable interacting with both office staff and field crews, and approaches every task with a problem-solving mindset.

They will have experience working with budgets, purchase orders, and recordkeeping systems, and will be proficient in standard office software such as Microsoft Excel and Word. Familiarity with work order systems, payroll support, or public sector operations is a plus. Above all, the ideal candidate takes pride in their work, values efficiency, and contributes to the department's mission of maintaining the City's infrastructure and enhancing the community's quality of life.

Each day in Public Works Operations is dynamic and engaging. You might begin the morning by reviewing service requests and coordinating with field supervisors to ensure crews have the resources they need. Throughout the day, you'll process purchase orders and invoices, track maintenance schedules, update work logs, and prepare reports for management review.

You'll answer calls from residents and vendors, assist with payroll and timekeeping records, and maintain files and documentation for ongoing projects. In between tasks, you may help coordinate meetings, order supplies, or follow up on maintenance requests to ensure timely completion. No two days are exactly the same one day may focus on budget reconciliation, while another might involve organizing data for equipment repairs or seasonal maintenance work. It's a role that combines structure with variety and offers the satisfaction of knowing your organizational skills directly support the City's essential services.

Education and Experience : High School Diploma, G.E.D.; and four (4) years of increasingly responsible administrative support, accounting / financial recordkeeping, legal, human resources, or secretarial experience; or an equivalent combination of education, training and experience. Experience working within the public sector is desirable.

Licenses, Certifications, and Equipment : A valid State driver's license is required.

Knowledge of : Office administration and management practices and procedures; principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation; City organization, functions, rules, policies, and procedures applicable to assigned areas of work responsibility; basic principles and practices of public administration; methods, practices, documents, and terminology used in financial and accounting recordkeeping; advanced uses of word processing, spreadsheet, database, and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; basic research techniques, methods, and procedures; City administrative policies and procedures applicable to processing budget, fiscal, and purchasing documents and maintenance of public records.

Skill in : Operating a computer using word processing, spreadsheet and other standard business software; operating other standard office equipment; typing accurately at a speed necessary to meet position requirements; organizing, setting priorities, and exercising sound judgment within areas of responsibility; interpreting, applying, and reaching sound decisions in accordance with City and department policies and procedures; organizing and maintaining office and specialized files; making routine calculations and tabulations and reviewing accounting and financial documents in a timely, accurate manner; organizing, researching, and maintaining complete and extensive office files; composing routine correspondence from brief instructions; communicating clearly and effectively, orally and in writing, in English and a designated second language as necessary; understanding and following written and oral instructions; maintaining confidential information; preparing clear, concise, and accurate memoranda, documents, records, and other written materials; using tact, discretion, and courtesy in dealing with sensitive situations and upset or dissatisfied individuals; establishing and maintaining effective relationships.

This recruitment will close on Sunday, November 23, 2025, at 11 : 59pm, or until a sufficient number of applications have been received. Applications review : Week of November 24, 2025. External Interview or Written Assessment : Week of December 1, 2025, or agreed upon date by both HR recruiter & Dept (TENTATIVE). Department Interview : Week of December 8, 2025, or agreed upon date by both HR recruiter & Dept (TENTATIVE). All dates are subject to change at the discretion of the personnel officer.

All applicants are required to submit an online application through the City's official website at www.sbcity.org. This recruitment will remain open until Sunday, November 23, 2025 at 11 : 59pm or until a sufficient number of qualified applications have been received. Applications must be fully completed and clearly demonstrate that the minimum qualifications for the position are met. All information provided is subject to review, investigation, and verification. While resumes may be uploaded as supplemental documentation, they will not be accepted in place of a fully completed City application.

Following the initial screening, the most qualified candidates whose backgrounds best match the needs of the City will be invited to continue in the selection process. Meeting the minimum qualifications does not guarantee advancement. Candidates will remain under consideration until a final selection is made and an offer is accepted. The City of San Bernardino reserves the right to close the recruitment at any time and may determine that none of the applicants, including those who meet the minimum qualifications, are suitable for the position.

Successful candidates shall be required to : pass a reference and background verification. References will not be contacted until mutual interest has been established. Degree verification. Pass a pre-employment medical exam, which includes a Drug screen. Starting salary based on education and / or experience and internal equity.

The City of San Bernardino participates in the E-Verify program. In compliance with federal law, all employers are required to verify the identity and employment eligibility of individuals hired to work in the United States. Accordingly, the City will provide information from each new employee's Form I-9 to the U.S. Department of Homeland Security and the Social Security Administration to confirm authorization to work in the United States. For more information about E-Verify, please visit the U.S. Citizenship and Immigration Services website at www.uscis.gov.

The City of San Bernardino is an Equal Employment Opportunity Employer. The City follows a nepotism policy, which may impact hiring decisions if an applicant has relatives currently employed by the City. In compliance with the Americans with Disabilities Act (ADA), the City provides reasonable accommodations for individuals with disabilities. Each request is evaluated on a case-by-case basis. To request an accommodation, please contact the Human Resources Department directly at (909) 998-2060.