Administrative Assistant - Code Enforcement

Responsibilities

• Coordinates and manages administrative operations to ensure efficient and effective support for departmental programs and services.
• Performs complex, technical, and specialized administrative duties requiring independent judgment, discretion, and problem-solving skills.
• Serves as a primary point of contact for the public, City staff, and external agencies, responding to inquiries and interpreting policies, procedures, and regulations.
• Process invoices, purchase orders, payroll, and other financial transactions; monitored expenditures and assisted with budget preparation and administration.
• Supports boards and commissions by preparing agendas and meeting packets, ensuring compliance with Brown Act requirements, attending meetings, recording minutes, and tracking follow-up actions.
• Manages calendars and coordinates schedules for managers, supervisors, staff, board members, and external stakeholders; arranged travel and meeting logistics as needed.
• Organizes meetings and events, including scheduling facilities, preparing materials, coordinating participants, and documenting meeting outcomes.
• Administers office operations, including procurement, contract preparation, records management, equipment maintenance, and supply inventory control.
• Compile, analyze, and maintain statistical, financial, database, and operational reports to support departmental decision-making.
• Process legal and official City documents while ensuring compliance with applicable regulations and recordkeeping requirements.
• Maintain filing systems and records, conduct research, and retrieve information to support departmental operations and public records requests.
• Utilize a variety of office technologies, software applications, and database systems to support daily operations and reporting functions.
• Provide guidance, training, and work direction to administrative support staff; assisted with staff selection, performance evaluation, and workflow coordination.
• I nvestigate and respond to citizen service requests, complaints, and information inquiries, ensuring timely and effective resolution.
• Develop and update administrative procedures, operational manuals, and process documentation to improve efficiency and consistency.

Qualifications

• Strong communication and interpersonal skills.
• Team-oriented mindset with the ability to collaborate.