Administrative Assistant II Confidential

Administrative Assistant II Confidential

Salary

$58,032.00 - $71,240.00 Annually

Location

City of San Luis Obispo, CA

Job Type

Regular Full Time

Department

Human Resources

Opening Date

10/01/2026

Closing Date

10/19/2026 5:00 PM Pacific

FLSA

Non-Exempt

• Description
• Benefits
• Questions

JOB DESCRIPTION

The City of San Luis Obispo is seeking an Administrative Assistant II - Confidential who brings strong organization, clear communication, and genuine customer service to both the Finance and Human Resources Departments. This shared role supports employees and the public as a dependable point of contact and assists department directors with calendar management, meeting coordination, and everyday administrative work that keeps the departments running smoothly. The Administrative Assistant II - Confidential works across both departments by handling scheduling, document preparation, record management, customer service, and routine administrative processes. The position requires strong attention to detail along with the ability to shift smoothly between Finance and Human Resources needs throughout the workweek.

Human Resources Responsibilities

• The Human Resources portion of the role includes serving as the welcoming presence of the department, stationed at the front desk to greet employees, job applicants, and visitors, and to answer the department's main phone line. Responsibilities include maintaining personnel files, supporting records retention efforts, assisting with responses to Public Records Act requests, and coordinating training assignments for employees across the organization. The role also prepares pay day reports, provides administrative support for risk management activities, and processes notices from the Employment Development Department. In addition, the position supports general HR operations through employee communication, assistance with department projects, and careful maintenance of accurate and confidential records.

Finance Responsibilities

• The Finance portion of the role includes providing general administrative support to the department, including answering and directing calls on the department's main phone line, making updates to the department's website, preparing expense reports, managing the department's record retention efforts, and calendaring for the Director of Finance. The Administrative Assistant will prepare the agenda and minutes for the City's Investment Oversight Committee and will also serve as the clerk for those meetings. As needed, the position will also provide support to the Financial Plan Steering Committee meetings. The position will also provide support as needed to the department's various divisions, particularly the Revenue team during annual business license renewals by answering business operator questions by phone or email. The position may also sit at the front counter to provide backup to the department's Cashier when other staff are unavailable.

If you are selected for interviews, they are expected to take place in person on Thursday, November 12, 2026, so please tentatively hold that date.

If you have questions about the role or would like more details, our hiring managers are available and happy to connect:

• HR Director - Nickole Domini

• Finance Director - Emily Jackson

JOB SUMMARY:

Performs a variety of responsible and confidential administrative support activities; prepares, processes, and maintains reports, documents, and records related to assigned activities; provides factual information to staff and the public; performs standard clerical tasks in support of departmental operations; supports activities associated with labor relations, labor negotiations, and employee grievances; performs related work as assigned.

CLASS CHARACTERISTICS:

This is the journey-level classification in this series, capable of performing a wide variety of clerical and administrative tasks to ensure smooth day-to-day operations and high-quality customer service for the assigned department. Responsibilities include performing work independently in routine situations, with supervisory guidance available for complex or unusual matters. The work may require applying departmental policies, procedures, and regulations, as well as maintaining records, preparing standard reports, and interacting with the public, internal customers, and external groups.

Administrative Assistant II (Confidential) is distinguished from Administrative Assistant II in that the former provides highly sensitive and confidential administrative support related to employee grievances and other labor relations matters.

This class is distinguished from Administrative Assistant III (Confidential) by the lesser degree of complexity, independence, and policy interpretation required.

SUPERVISION

SUPERVISION RECEIVED AND EXERCISED:

Receives general supervision from departmental management, supervisory, professional, or higher-level office support staff, depending upon the department to which assigned. May provide direction, work instruction, and/or review to less experienced, part-time or volunteer staff on a project basis.

EXAMPLES OF DUTIES

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

• Prepares and processes correspondence, reports, forms, and documents, often related to confidential personnel and employee relations matters; proofreads materials for accuracy, completeness, and correct formatting and English usage.
• Provides confidential administrative support to management staff related to employee grievances and other sensitive personnel matters, including gathering, reviewing, organizing information, and drafting preliminary correspondence.
• Acts as receptionist; receives and screens visitors and telephone calls; provides factual information requiring the application and explanation of rules, policies, and procedures and maintains discretion when handling confidential inquiries.
• Establishes and maintains office files, including confidential personnel and medical files, following an established records management system; complies with legal request for copies of files; purges files as required.
• Organizes and maintains administrative, confidential, and reference files; may assist with tasks such as receiving official personnel-related documents.
• Assists with preparation of meeting agendas, confidential materials, and minutes for management-level or personnel-related meetings; coordinates schedules, logistics, and materials.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchase and maintenance.
• Provides high-level customer service to internal and external customers; explains policies and procedures and responds to inquiries involving a high degree of tact, patience, and judgment.
• Performs arithmetic calculations, prepares basic statistical summaries, and may assist with department fiscal tasks such as invoicing or expense reporting under direction.
• Schedules appointments, meetings, and meeting rooms.
• Processes and distributes incoming and outgoing mail for the office or department.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, multi-line telephones, and department specific systems as required.
• May prepare meeting agendas and minutes for departmental and/or specified committee or advisory body meetings; may serve on a variety of departmental or City-wide project teams or committees.
• Performs related duties similar to the above in scope and function as required.

KNOWLEDGE AND ABILITIES:

Knowledge of:

• Standard office practices and procedures, including filing, records management, and operation of office equipment.
• Departmental and City functions, policies, procedures, and applicable laws, rules, and regulations.
• Confidential records handling, retention practices, and procedures related to sensitive personnel information.
• Business letter writing and standard formats for reports and correspondence.
• Computer applications, including word processing, spreadsheet, database management, and website applications.
• Techniques for providing a high level of customer service to staff and the public.

Ability to:

• Perform varied office support duties using independent judgment within established guidelines.
• Apply and explain departmental and City policies, procedures, and regulations, including those involving confidential or sensitive matters.
• Prepare clear and accurate correspondence and reports independently or from brief instructions.
• Maintain confidentiality and exercise tact, discretion, and sound judgment when handling sensitive personnel information.
• Make accurate arithmetic and basic statistical calculations.
• Communicate effectively in person, over the telephone, and in writing.
• Compile information from various sources, maintain accurate records, and follow retention and confidentiality requirements.
• Organize own work, set priorities, meet deadlines, and handle multiple objectives.
• Work with diverse populations and maintain an inclusive environment.

TYPICAL QUALIFICATIONS

EDUCATION AND EXPERIENCE:

Administrative Assistant II (Confidential)

Equivalent to graduation from high school;

and

Two years of responsible office support, secretarial, or general clerical experience.

or

An equivalent combination of education and experience.

One year of college or technical school training in office management or a field related to the work (30 semester units or 45 quarter units) may be substituted for one of the two years of total required experience.

Experience in dealing with the public and working in a public agency setting is desirable.

Word processing speed of at least 45 w.p.m. is preferred.

THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Live Scan Fingerprinting (DOJ & FBI)

Equal Opportunity & Language Access Notice

The City of San Luis Obispo values diversity, equity, inclusion, and belonging. We are committed to fostering a community where all individuals are treated with dignity, respect, and inclusion, and where everyone can thrive. Our job posting site is compatible with tools such as Google Translate, which applicants may use to view postings in their preferred language. Please note that all application materials and responses must be submitted in English, as English is the working language of the City.

La Ciudad de San Luis Obispo valora la diversidad, la equidad, la inclusión y el sentido de pertenencia. Estamos comprometidos a fomentar una comunidad donde todas las personas sean tratadas con dignidad, respeto e inclusión, y donde todos puedan prosperar. Nuestro sitio de publicación de empleos es compatible con herramientas como Google Translate, que los solicitantes pueden usar para ver las publicaciones en su idioma preferido. Tenga en cuenta que todos los materiales de la solicitud y las respuestas deben enviarse en inglés, ya que el inglés es el idioma de trabajo de la Ciudad.

For questions or assistance, please contact recruitment@slocity.org. Si tiene preguntas o necesita asistencia, por favor comuníquese con recruitment@slocity.org.

For a detailed spreadsheet of employee benefits by bargaining group, please view our Benefits Summary.

Retirement: California Public Employees Retirement System (PERS). The City participates only in the medicare portion of Social Security.

Health: the City has a cafeteria plan for health, dental and vision insurance and contributes towards medical insurance. Employees may choose from several health insurance options. There are also two dental plans to choose from. See the Benefits Summary link to determine the contribution amount.

Life and Accidental Death and Dismemberment (AD&D) Insurance: group term life and AD&D insurance is provided for all regular employees. The amount of coverage varies depending on the classification. Employees may purchase additional life and AD&D insurance for themselves and their dependents.

Vacation: employees receive 12 days per year increasing to 20 days after 20 years.

Holidays: employees receive 12-13 days per year depending on the classification.

Sick Leave: employees receive 12 days per year.

Administrative Leave: is a benefit available to management employees. The number of administrative leave hours varies depending on the classification.

Flexible Work Schedule: is available to many positions within the City organization.

Long Term Disability Insurance: is available for regular employees. The amount of benefit and contribution by employee varies by classification.

Deferred Compensation: is available for employees to set aside a portion of their salary on a pre-tax basis to supplement retirement.

Wellness Program: offered to help employees gain knowledge, skills and motivation to improve the quality of their lives and well-being.

Employee Assistance Program: a counseling and consultation service designed to help employees and eligible family members with a wide range of personal issues.

Flexible Benefits Program: available to help employees save taxes on: (1) Pre-tax health insurance premium deductions, (2) Unreimbursed/ uncovered medical expenses, and (3) Dependent care expenses.

Tuition Reimbursement: up to $1500 annually for job-related educational costs is available to employees who have passed probation.

Trip Reduction Incentive Program (TRIP): incentives are available for employees who voluntarily participate in alternative forms of transportation to and from work.

Computer Purchase Program: interest-free loans to employees who have passed probation and who purchase computers for personal use with City approved software configuration.

Professional Association for City Employees (PACE): voluntary organization for professional development training classes, monthly membership meetings with a variety of speakers, and social functions designed to facilitate interaction with employees from all departments in a relaxed setting away from work.

01

Which of the following best describes your highest level of education?

• Masters degree or higher
• Bachelors degree
• Associates degree or vocational equivalent
• Some college
• High School/G.E.D.
• None of the above

02

How many years of college-level coursework or technical school training do you have in office management or a related field?

• 5 years or more
• 4 years to 4 years 11 months
• 3 years to 3 years 11 months
• 2 years to 2 years 11 months
• 1 year to 1 year 11 months
• Less than one year
• N/A

03

If yes, please briefly describe your coursework or technical training, including your field of study and total units completed. (If no, please enter N/A)

04

How many years of responsible office administrative, secretarial and/or general clerical experience do you have?

• 8 years or more
• 7 years to 7 years 11 months
• 6 years to 6 years 11 months
• 5 years to 5 years 11 months
• 4 years to 4 years 11 months
• 3 years to 3 years 11 months
• 2 years to 2 years 11 months
• 1 year to 1 year 11 months
• Less than 1 year
• No Experience

05

Please explain your office administrative, secretarial, and/or general clerical experience in detail.

06

What is your word processing speed?

• 56 w.p.m. or more
• 50 w.p.m. to 55 w.p.m.
• 45 w.p.m. to 49 w.p.m.
• 40 w.p.m. to 44 w.p.m.
• 35 w.p.m. to 39 w.p.m.
• 30 w.p.m. to 34 w.p.m.
• 29 w.p.m. or less

07

This position is unique in that it provides support to both the Finance and Human Resources departments -- two internal support departments. Please describe your background, interest, and/or desire to work in both Finance and Human Resources. Explain how your skills, experience, or career goals align with supporting these two departments.

08

Describe your experience providing administrative support in a professional office environment. Include the types of tasks you performed, the level of staff you supported (e.g., managers, department heads), and any experience working in a public agency or government setting.

09

Describe your experience working at a public counter or front desk. What types of inquiries or services did you handle? How did you ensure excellent customer service while managing other administrative tasks?

10

Describe your level of proficiency with computer software commonly used in administrative roles. Please include your experience with Microsoft Office (Outlook, Word, Excel), PDF editing tools (e.g., Adobe Acrobat), calendar and meeting scheduling, and any enterprise or records management systems (e.g., Oracle, Tyler Munis, Laserfiche). Provide specific examples of how you've used these tools in your previous work.

11

Do you have experience dealing with the public and working in a public agency setting? If yes, please explain in detail. Otherwise, please put "N/A". (desirable, not required)

Required Question

Employer City of San Luis Obispo

Address 990 Palm St

San Luis Obispo, California, 93401

Phone 805-781-7250

Website http://www.slocity.org