Administrative Assistant - Office of Administration

Administrative Assistant - Office of Administration

Salary

$85,225.00 - $104,847.00 Annually

Location

888 Washington Blvd., Stamford, CT

Job Type

Full Time

Department

Office of Administration

Division

Dir of Administration

Opening Date

08/17/2026

Closing Date

9/11/2026 11:59 PM Eastern

Bargaining Unit

MAA

• Description
• Benefits
• Questions

JOB SUMMARY

Under the general direction of the Director of Administration or designee, performs advanced administrative, clerical, and confidential support functions for the Office of Administration. Coordinates administrative activities, manages office operations, serves as a liaison with departments, elected officials, employees, and the public, and assists with budget administration, personnel-related processes, and special projects. Exercises independent judgment in handling confidential and sensitive matters and performs related work as required.

EXAMPLES OF DUTIES

• Provides comprehensive administrative support to the Director of Administration and senior management staff.
• Manages the Director's calendar, schedules meetings, appointments, conferences, and special events, and coordinates meeting logistics.
• Serves as the primary point of contact for internal and external communications directed to the Office of Administration.
• Drafts, prepares, edits, and proofreads correspondence, reports, presentations, policies, memoranda, agendas, and other documents, including confidential and sensitive materials.
• Screens, prioritizes, and routes incoming correspondence, phone calls, emails, and requests for information.
• Coordinates and assists with special projects, departmental initiatives, and administrative assignments.
• Maintains confidential personnel, administrative, and departmental records in accordance with established policies and legal requirements.
• Assists with the preparation, monitoring, and administration of departmental budgets, including tracking expenditures, processing invoices, and maintaining financial records.
• Prepares purchase requisitions, payment requests, and related financial documentation.
• Assists in gathering, compiling, and analyzing information for reports, budget presentations, and operational reviews.
• Coordinates department meetings, prepares agendas and meeting materials, records meeting notes, and follows up on assigned action items.
• Maintains office filing systems, both electronic and physical, ensuring accuracy, organization, and compliance with records retention requirements.
• Assists with personnel-related administrative processes, including recruitment support, onboarding coordination, and employee communications.
• Prepares and maintains reports and records required for local, state, and federal reporting purposes.
• Coordinates travel arrangements, training registrations, conference attendance, and related administrative activities.
• Maintains office supply inventories and coordinates procurement of supplies and equipment.
• Responds to inquiries from employees, departments, vendors, and the public regarding administrative policies, procedures, and services.
• Collaborates with departments throughout the organization to support operational initiatives and administrative functions.
• Performs related duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER ATTRIBUTES

• Thorough knowledge of modern office administration practices, procedures, and equipment.
• Knowledge of municipal government operations and administrative functions.
• Knowledge of budget preparation, expenditure tracking, and basic accounting principles.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to independently organize, prioritize, and manage multiple assignments and deadlines.
• Ability to prepare professional correspondence, reports, presentations, and other written materials.
• Ability to analyze administrative issues and recommend effective solutions.
• Ability to establish and maintain effective working relationships with employees, department heads, elected officials, vendors, and the public.
• Strong customer service and interpersonal skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and related software applications.
• Ability to communicate effectively, both orally and in writing.
• Ability to coordinate projects and administrative activities involving multiple departments and stakeholders.

MINIMUM QUALIFICATIONS

Graduation from an accredited college or university with an Associate's Degree in Business Administration, Public Administration, Office Management, or a closely related field and four (4) years of progressively responsible administrative support experience, preferably in a governmental or public-sector environment; or an equivalent combination of education, training, and experience sufficient to demonstrate possession of the required knowledge, skills, and abilities.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in public administration, Business Administration, or a related field.
• Experience supporting executive-level management.
• Experience in municipal government administration, budget administration, or human resources support functions.

Scope of the Examination:

The examination process will consist of two components, each weighted equally. The Training and Experience (T&E) Evaluation (50%) will assess candidates' relevant knowledge, skills, and abilities based on their education, training, and professional experience. The Computer Assessment (50%) will evaluate candidates' technical skills and abilities.

Final examination scores will be determined by combining the results of both components, with each component accounting for 50% of the total score.

The City of Stamford offers a comprehensive benefits package that includes; health, vision, dental, defined benefit and/or defined contribution pension plans, free term life insurance, flexible spending accounts for healthcare, dependent care and commuter benefits. Sick bank and tuition reimbursement as well as training from the City of Stamford Training Institute.

Specific information regarding benefits are outlined in each Collective Bargaining Agreement or in the Pay Plan Document for pay plan employees.

Please click here for Union Contracts: Employee Information | Stamford, CT (stamfordct.gov)

If the position is a seasonal/temporary position, it is not eligible for union benefits.

01

Do you have any of the degrees listed?

• High School or GED
• Associates degree
• Bachelors degree
• Masters degree
• N/A

02

What was your Major or Course of Study?

03

List all specialized training (seminars, special courses, advanced training, etc.) that you have successfully completed within the past five years.

04

Describe your experience performing advanced administrative and clerical functions in an office environment. Include the types of administrative responsibilities you have performed and the level of responsibility you have held.

05

Describe your knowledge and experience with municipal government operations or public-sector administration. Identify the governmental or administrative functions with which you have worked and explain your role.

06

Please describe your knowledge of and experience in budget preparation, expenditure monitoring, and fundamental accounting principles, with particular emphasis on municipal budgeting processes and practices.

07

Describe your experience managing calendars and coordinating meetings, appointments, conferences, or special events. Include your experience coordinating schedules involving multiple individuals, departments, or stakeholders.

08

Describe your experience preparing, editing, and proofreading professional correspondence, memoranda, reports, agendas, presentations, policies, or other administrative documents. Identify the types of documents you have prepared and the level of responsibility you had for their accuracy and finalization.

09

Describe your experience responding to inquiries from employees, departments, vendors, elected officials, or members of the public.

10

Please describe your proficiency in the Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and other related software applications.

11

Describe your experience providing administrative support to senior management, a department director, elected official, or other executive-level official. Include the types of responsibilities you performed and the level of confidentiality, judgment, and independence required.

12

Describe your experience managing office operations, including maintaining supply inventories, coordinating purchases, communicating with vendors, processing invoices, or procuring supplies and equipment.

13

Describe your experience handling confidential or sensitive information. Explain the procedures or practices you used to protect confidential information and exercise appropriate judgment when determining who should have access to that information.

14

Describe your experience analyzing an administrative problem, identifying possible solutions, and recommending or implementing an appropriate solution.

15

Describe your experience gathering, compiling, reviewing, and analyzing information for reports, budget presentations, operational reviews, or management decision-making. Identify the types of information you worked with and how you presented the results.

Required Question

Employer City of Stamford

Address 888 Washington Blvd.

P.O. Box 10152

Stamford, Connecticut, 06904-2152

Phone 203-977-4070

Website http://www.stamfordct.gov