Administrative Assistant

Administrative Assistant

Salary

$72,032.68 - $91,248.86 Annually

Location

City of Folsom Corporation Yard, 1300 Leidesdorff Street, Folsom, CA

Job Type

Full Time Permanent

Job Number

26-00059

Department

Utilities

Division

Waste & Recycling

Opening Date

09/28/2026

Closing Date

10/18/2026 11:59 PM Pacific

Max Number of Applicants

50

• Description
• Benefits
• Questions

Definition

THIS RECRUITMENT WILL CLOSE AFTER RECEIPT OF THE FIRST 50 APPLICATIONS, OR BY OCTOBER 18, 2026, WHICHEVER OCCURS FIRST.

Applications must be filled out completely and thoroughly. Resumes are not accepted in lieu of an application, but may be additionally attached.

PLEASE ATTACH ANY DEGREES OR TRANSCRIPTS, LICENSES, AND CERTIFICATIONS TO YOUR APPLICATION.

Anchored in the foothills of the Sierra Nevada - 20 miles east of Sacramento and about 1.5 hours from Lake Tahoe - the City of Folsom is comprised of beautiful parks and trails, and boasts excellent schools, family-orientated neighborhoods, and outstanding shopping, dining, and cultural options. Folsom is a high-tech, forward-looking city, with firms ranging from small to large international corporations. Voted by WalletHub as the Best Place for Families to Live in California, and 2nd Best Lake Town in America, Folsom is recognized for its affordability, fair weather, education, and health.

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The City of Folsoms Utilities Department is currently recruiting for an Administrative Assistant to support both the Waste & Recycling Division and the Fleet Division with the preponderance of work related to Waste & Recycling. This position is in-person, Monday - Friday, 8:00am - 5:00pm and is represented by Local 39 IUOE.

IDEAL CANDIDATE

The Administrative Assistant oversees an administrative team responsible for customer service related to waste collection programs and must have the ability to ensure consistent coverage and professionally resolve customer service complaints. The ideal candidate has strong technical skills, including the ability to use queries, extract and analyze large amounts of data, create complex formulas in Excel, format and edit Word and pdf files, and edit maps using ArcGIS software. The position requires exceptional organizational and communication skills to manage multiple tasks with accuracy and within defined deadlines. The ideal candidate must also be able to quickly adapt to changing priorities.

Under general supervision from the General Services Manager, the Administrative Assistant will perform highly responsible, specialized, and technical office support activities; explain rules, policies, and operations related to department records, and programs; provide information and assistance to the public; may coordinate administrative and clerical activities among the divisions of the department. Incumbents may oversee, monitor, and/or direct the work of lower level personnel.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant series is the highly specialized level in the clerical series that has principal clerical responsibility for a variety of complex, but well-defined Department-wide administrative functions, such as budget compilation, a multi-faceted payroll, contracts, Committee or Commission minutes, document imaging, payment processing, and/or Council agenda item preparation, and may take assignments directly from a department head. Some positions may provide direct supervision for a small proportion of the time. Incumbents work on specialized administrative activities containing a high number of complex and difficult tasks and assignments. Positions at this level are distinguished from those in the lower classification of Senior Office Assistant by their principal clerical responsibility for a variety of complex but well-defined, Department-wide administrative functions; the independence with which they perform their duties; and their lead work. This class is distinguished from the classification of Administrative Assistant - Confidential in that the latter has access to confidential and sensitive labor-relations information. This class is distinguished from the class of Administrative Support Specialist in that the latter serves as primary clerical support to the City Manager.

Examples of Essential Duties

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed.

• Act as technical resource on complex administrative support problems, specialized issues, and department services; monitor quality and timeliness of unit work.
• As lead worker, instruct employees in the interpretation and application of regulations, policies, and procedures related to the departments programs and automated systems.
• Coordinate schedules and meetings.
• Compile budget data, participate in preparation of departments budget, and analyze draft budget figures.
• Develop recommendations for revisions in organizations or procedures to reflect changes in operations or improvements in existing practices.
• Assist the public in person, by phone, or by email; answer inquiries and assist in administration of department services, programs, and operations such as processing claims, legal records, and/or other complex records.
• Prepare notices, reports, flyers, letters, fiscal, or other documents and information.
• Compile data and maintain forms and spreadsheets.
• Research and assemble information and verify that information or data is complete, accurate, and consistent.
• Process and maintain payroll records.
• Track annual employee evaluations on a monthly-basis and forward information to supervisors with appropriate forms.
• Respond to surveys.
• Take and transcribe Commission or Committee minutes.
• Classify expenditures to the appropriate expenditure accounts, and prepare purchase order requisitions
• Provide principal clerical support for the development of Council Agenda items and meeting preparation, coordination with the centralized agenda preparation system, etc.
• Process and maintain contracts and payment files.
• Assist with processing and production of public records requests.
• Perform related duties as assigned.

The Administrative Assistant position is responsible for the listed job duties above, as well as those listed depending on their assigned department:

Utilities Department - Waste & Recycling and Fleet

• Maintain title documents for city vehicles.
• Analyze fuel usage data and prepare and file quarterly tax return for off-road fuel use.
• Accounts payable including querying data to verify payment amounts.
• Create and edit maps for collection routes and special events.
• Inventory and order supplies.
• Onboard part-time employees.
• Train and oversee the customer service team.
• Establish and document standard operating procedures.
• Manage division records retention and disposal.

Employment Standards

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Essential Duties" section of this specification.

Knowledge of:

• Office management methods and procedures.
• Principles of business administration, budget administration, accounting, payroll and personnel administration.
• Principles and practices of taking formal minutes of Committees or Commissions
• Modern office practices, and department specific methods, procedures, policies and regulations.
• Programs, goals, and purpose of the assigned department.
• English grammar, vocabulary, spelling, and punctuation.
• Business letter writing.
• Leadwork and staff development techniques and practices.
• Common word processing, spreadsheet, and database software.
• Modern office equipment and computer software, including scanning, printing, faxing, electronic document classification, and word processing, spreadsheet, presentation, accounting and database software

Ability to:

• Analyze administrative problems and develop recommendations.
• Prepare and analyze statistical data, tables, and charts.
• Plan, evaluate, train, and supervise work of others.
• Answer a variety of questions related to department programs and processes.
• Exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations.
• Provide verbal and written instruction to others.
• Prioritize, organize, assign, and monitor workload.
• Learn the basic principles as well as the highly specialized components of the automated systems used in the department.
• Apply the rules, regulations, policies, and procedures pertaining to initial application for the assigned departments services.
• Apply appropriate questioning content and techniques for interviewing applicants.
• Enter data accurately into automated system and identify methods to independently verify the accuracy of the data entry.
• Locate, identify, and correct inaccurate or incomplete information.
• Effectively communicate verbally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Qualifications

Education:

Associates degree from an accredited college or university in accounting, business or similar area or the equivalent in college semester hours/credits.

Experience:

Three (3) years of full-time, increasingly responsible administrative secretarial experience.

Substitution:

Additional qualifying experience can be substituted for the required education on a year-for-year basis.

License, Certificate, Registration Requirements:

At the option of the City, persons hired into this class may be required to either possess at entry or obtain within specified time limits, designated licenses, certificates or specialized education and training relevant to the area of assignment. Additional requirements may include, but are not limited to the following:

• Some positions may require the possession of, or the ability to obtain and retain, a California Class C driver license by the time of appointment. Individuals who do not meet this requirement due to a disability will be evaluated on a case-by-case basis.
• Notary Public Commission

Physical Requirements:

Work is performed in a typical office environment. (1) Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/ Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/ Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. (7) Environmental: frequent exposure to noise.

The City of Folsom offers a wide range of employee benefits. Click here for a summary of benefits for our Miscellaneous employees. For specific benefit information, refer to the labor agreements (MOUs) of each bargaining unit.

01

These supplemental questions are an important first step in our screening process. Failure to provide complete responses may result in your application not being considered. In addition, the successful candidate is made a conditional offer subject to background check, which requires DOJ fingerprint clearance and a pre-employment physical, including screening for drug and alcohol use. By checking the box below, I acknowledge that I have read and understood the above information.

• I have read and understood background and screening process.

02

The salary range for this position (M50) is $72,032.68 - $91,248.86annually with the City typically hiring at step 1. By checking the box below, you acknowledge your understanding of salary paid for this position.

• I acknowledge understanding of salary paid for this position.

03

Are you in a familial, cohabitant, or amorous relationship with any current employee of the City of Folsom? Examples of these relationships include: spouse, domestic partner, parent, child, sibling, uncle, aunt, nephew, niece, first cousin, grandparent, great-grandparent, grandchild, or great-grandchild. Relations may be by blood, marriage, adoption, or domestic partnership, including in-law, step- and half-relationships. (If yes, please answer the next question.)

• Yes
• No

04

Please list name of relative, relationship and department that your relative works in. (If not applicable, please type N/A)

05

What is the highest level of education that you have completed?

• Did not complete high school or GED
• High school graduate or equivalent
• Some college
• Associates Degree
• Bachelors Degree
• Masters Degree or higher

06

How many years of full-time experience do you have performing administrative secretarial duties?

• None
• Less than 3 years
• 3 to 4 years
• 4 to 5 years
• 5 to 6 years
• More than 6 years

07

In 200 words or less, please explain why you are interested in working for the City of Folsoms Utilities Department as an Administrative Assistant.

08

In 200 words or less, describe your database experience that is most applicable to this position.

09

In 200 words or less, describe your leadership style and share an example of how you applied this in a specific interaction with a team member.

10

Do you have any certifications and/or licenses that are related to this position?

11

Do you have any additional comments regarding your application?

Required Question

Employer City of Folsom

Address 50 Natoma Street

Folsom, California, 95630

Phone (916) 461-6050

Website http://www.folsom.ca.us