Senior Administrative Office Assistant

Senior Administrative Office Assistant

Join the City of Modesto as our next Senior Administrative Office Assistant and put your advanced administrative skills to work in a dynamic, community-focused organization. You'll lead office support functions, manage complex tasks, and partner with management on projects that make a difference citywide. If you're a problem-solver who brings both professionalism and a positive energy to your work, this role is for you. Upcoming salary increases and incentives: 3% COLA effective 7/1/2026, 2.5% education incentive for a bachelor's degree, and 5% education incentive for a master's degree.

Under direction, the Senior Administrative Office Assistant is responsible to perform a variety of technical and complex clerical assignments, studies and projects; to provide administrative assistance in the management of a department; and to perform related work as assigned. Applicants will be assessed on the application submitted. Due to the volume of applications received, resumes will not be screened for the purpose of determining who is the most qualified to compete in the testing process. It is the applicant's responsibility to fill out the "Education" and "Work Experience" sections of the application with complete information and adequate detail. Do not substitute any part of the application with the words "SEE RESUME." Applicants considered to be the most qualified will be invited to continue in the testing process. The Human Resources Department reserves the right to revise the testing process to best meet the needs of the City. Tentative testing schedule: online exam June 23, 2026 - June 29, 2026. The City of Modesto is an equal opportunity employer. We are committed to fostering, cultivating and preserving a culture of diversity, equity and inclusion. A City application is required, including Supplemental Questionnaire. The City of Modesto does not sponsor H-1B visas. The deadline to apply is June 22, 2026 at 5pm.

Essential and Marginal Function Statements

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Provide lead responsibilities to a small office support staff; plan, prioritize, and review the work of staff engaged in administrative support duties.
• Develop schedules and methods to accomplish assignments ensuring work is completed in a timely and efficient manner.
• Participate in evaluating the activities of staff, recommending improvements and modifications.
• Research, analyze, and compile information into report form on various subjects for department directors and other management and professional staff; respond to requests for documentation.
• Gather data, and conduct surveys and studies on work procedures, workflow, organization, and other issues.
• Track and maintain various data and records; provide reports as necessary.
• Evaluate and prepare recommendations on a variety of technical, office, and procedural issues.
• Develop, implement, monitor, and maintain systems and procedures to meet departmental needs and respond to issues; implement new technologies and systems.
• May assist in preparing the annual budget for office and administrative function within area of authority, establish contracts, monitor and evaluate expenditures and accounts, and discuss changes with management.
• Assist management in planning, monitoring, and managing the budget.
• Independently create and respond to correspondence with the delegated authority of a manager.
• Operate, troubleshoot, control access to, and advise others on specialized departmental and/or Citywide software applications.
• Interpret and apply policies, procedures, and regulations.
• May assist in evaluating new and existing legal, administrative, and other requirements; may draft policies and procedures to ensure compliance and overall effectiveness of staff operations.
• May provide complex secretarial and office administrative support to a manager, including typing, word processing, spreadsheets, and related applications.
• Act as liaison with city officials, city staff, the public, and officials and staff of other agencies to obtain and relay information and coordinate activities.
• Represent the department at staff and administrative meetings, committees, and related meetings.
• Administer complex payroll activities, as necessary.
• Maintain awareness of current issues in areas assigned.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
• Observe and maintain a safe working environment in compliance with established safety programs and procedures.
• Marginal functions: Performs related duties as assigned.

Minimum Qualifications

Knowledge of: City and departmental operations, policies, procedures, and processes. Laws and regulations governing operations of the department to which assigned. Fiscal and statistical recordkeeping, budget, and payroll preparation and administration. Basic systems administration. Basic principles and practices of lead responsibilities. Business English, letter writing, formats, and basic report preparation. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Ability to: Assist in developing and implementing goals, objectives, policies, procedures, and work standards. Analyze office operations and technical problems for alternative solutions. Learn, interpret, and apply administrative laws, rules, regulations, policies, and procedures. Prepare, maintain, and review documents, records, and reports. Exercise sound independent judgment within general policy guidelines. Type and perform word processing at speed necessary for successful job performance. Make accurate mathematical calculations. Work independently with minimal supervision. Prioritize tasks with changing workloads. Serve as liaison to other City departments and respond to inquiries and requests. Establish and maintain effective working relationships with those contacted in the course of the work. Communicate clearly and concisely, both orally and in writing. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

Experience and training guidelines: Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be: Training: High School diploma or GED equivalency, supplemented by vocational or college level course work in administration and/or technical subjects related to the assigned area. Experience: Three years of responsible office administrative support/clerical experience, including two years at an advanced level requiring the exercise of independent judgment or Two years of experience with the City of Modesto as an Administrative Office Assistant III. License or Certificate: Depending upon assignment, a valid California driver's license may be required. Depending on assignment, the ability to pass a background investigation is required.

Physical and Mental Requirements

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

Working conditions: Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment. Some positions may be assigned to remote locations. Positions may require occasional overtime or weekend work and travel is rare.