Administrative Assistant

Definition

Administrative Assistant

OPEN TO THE PUBLIC

This recruitment is being held to establish an open eligible list to fill current and future Administrative Assistant positions. This recruitment may also be used to fill positions in similar and / or lower classifications throughout the City of Menifee.

DEADLINE TO APPLY

This recruitment will be open for five (5) business days beginning on Friday October 24 2025 and closing at 3 : 00 p.m. (PDT) on Friday October 31 2025. Qualified applicants are encouraged to apply early in the recruitment period.

THE CITY

The City of Menifee is a vibrant and rapidly growing municipality located in southwestern Riverside County dedicated to enhancing the quality of life for its residents through innovative public service and strategic development. Under the leadership of the City Manager Menifee operates through a dynamic organizational structure composed of fifteen (15) departments - Building & Safety City Attorney City Clerk City Manager Code Enforcement Community Development Community Services Economic Development Engineering Finance Fire Department Human Resources Information Technology Police and Public Works each committed to supporting the citys mission of responsive governance sustainable growth and public safety. With a strong emphasis on infrastructure development community engagement and innovation the City of Menifee continues to enhance the quality of life for its diverse and dynamic population.

THE DEPARTMENT

The City Clerk Department plays a vital role in ensuring transparency accountability and public access to local government operations. As the official recordkeeper and compliance officer the City Clerk administers democratic processes such as municipal elections legislative documentation and public records access. The department ensures that all actions comply with federal state and local regulations including the Political Reform Act the Brown Act and the Public Records Act. It manages the preparation and distribution of agendas resolutions ordinances and other official documents while maintaining the integrity of the Citys legislative history. The City Clerk also serves as a liaison between the public elected officials and city departments interpreting policies and responding to inquiries with professionalism. Through its commitment to open government and civic engagement the department upholds the City of Menifees dedication to ethical governance and informed public participation.

THE OPPORTUNITY

The Administrative Assistant will be assigned to the City Clerk Department and will play a key role in supporting the departments mission to uphold transparency public access and democratic processes within the City of Menifee. This position offers a dynamic opportunity to support department programs and projects such as the Youth in Government Program and Citywide records destruction. The Administrative Assistant will be tasked with scheduling and coordinating meetings preparing and processing official documents maintaining accurate records and responding to public inquiries. Key responsibilities also include coordinating mail and supply orders routing official records for execution and maintaining records through Laserfiche and SharePoint. This role is ideal for a detail-oriented professional who thrives in a fast-paced collaborative environment and is committed to delivering exceptional service to both internal teams and the community.

Examples of Essential Functions

The Administrative Assistant will be responsible for but not limited to the following :

• Schedule appointments and coordinate meetings with attendees.
• Respond to sensitive issues and complaints professionally taking appropriate action.
• Compose proofread and prepare correspondence memos and official notices.
• Manage incoming and outgoing mail.
• Perform clerical tasks such as typing copying and filing documents.
• Maintain and organize department files including electronic records in systems such as Laserfiche and SharePoint.
• Assist the public at the counter and by phone; answer inquiries or refer complaints appropriately.
• Respond to oral and written inquiries from the public and other agencies.
• Provide administrative support for the City Clerk Department including agenda preparation department programs and projects and data management.
• Process official documents such as agendas resolutions ordinances and legal contracts.
• Provide clerical support during Council Commission and Committee meetings including attendance and setup.
• Maintain and retrieve official records and legislative history in compliance with legal requirements.
• Coordinate with records management for document transfer retention or disposal.
• Represent the City Clerk Department to other departments elected officials and external agencies.
• Interpret and explain departmental policies programs and activities.
• Participate in professional development to stay current with administrative trends and innovations.
• Maintain effective communication with internal and external stakeholders.
• Route official documents for execution.
• Perform additional duties as assigned.

Qualifications

MINIMUM AND DESIRABLE QUALIFICATIONS

The ideal candidate will possess four (4) years of increasingly responsible experience in administrative and clerical support in a public agency or similar setting. Additionally the ideal candidate will hold a high school diploma or equivalent.

MINIMUM QUALIFICATIONS

Click here to access the complete classification description including the experience education and physical and mental requirements for this job.

NOTE : Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.) .

Additional Information

RECRUITMENT PROCESS

Human Resources (HR) reviews all application materials to determine whether candidates meet the established minimum and preferred qualifications. Those who qualify will be advanced to the next stage of the recruitment process. All applicants will receive email notifications regarding their status.

Application Screening (Refer / Non-Refer)

Applications and supplemental materials will be reviewed to identify candidates whose qualifications best align with the essential requirements of the position. Only those applicants who meet the criteria outlined in the job bulletin will advance to the next phase of the selection process.

Appraisal Interview

Applicants will participate in an oral interview conducted by a panel of subject matter experts. Evaluations will be based on responses to structured questions specifically designed to assess each candidates qualifications and suitability for the position.

Based on the Departments needs the selection procedures listed above may be modified. All candidates will be notified of any changes in the selection procedure.

Eligible List : Once the appraisal has been completed HR will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment including a computer; to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Acute hearing is required when providing telephone and personal service. Finger dexterity is needed to access enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing and walking between work areas may be required. Positions in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift carry push and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS

City employees are expected to work overtime weekends evenings and holidays as required to accommodate the Citys needs in addition to responding as a Disaster Services Emergency Worker.

Candidates will be notified regarding their status as the recruitment proceeds via email through the site. Please check your email folders including spam / junk folders and / or accept emails ending with . If your email address should change please update your profile at .

For questions regarding this recruitment please contact Carissa Sevilla at or email at

Key Skills

Generator,Accomodation,Football,Advertising,Architectural Design

Employment Type : Full-Time

Experience : years

Vacancy : 1

Yearly Salary Salary : 59910 - 76878