DEFINITION The City of Hidden Hills is seeking a highly organized, tech-savvy, and service-oriented Administrative Assistant to support the City Hall. Under general supervision, the Administrative Assistant performs a variety of administrative, clerical, and coordination duties that help ensure the smooth operation of City functions. This position plays a key role in scheduling, internal communication, document preparation, and supporting both internal and external stakeholders.
EXAMPLES OF DUTIES • Provides direct administrative support to staff, including scheduling meetings, preparing correspondence, and maintaining calendars. • Assists with organizing and hosting Zoom meetings, including managing links, admitting attendees, and coordinating screen sharing. • Prepares documents, reports, presentations, and spreadsheets using Microsoft Word, Excel, and PowerPoint. • Coordinates and tracks projects, updates timelines, and provides status reports on ongoing administrative efforts. • Assists with drafting and editing communications, including staff memos, public notices, and website updates. • Utilizes tools such as ChatGPT and Microsoft Copilot to draft routine text, summarize documents, or research background materials. • Maintains organized filing systems for digital and hardcopy records. • Answers and routes telephone and email inquiries; provides high-quality customer service to the public, vendors, and partner agencies. • Assists with processing invoices, tracking expenses, and preparing purchasing documentation. • Helps coordinate logistics for public meetings, community events, and staff trainings. • May assist with the preparation of staff reports, Council agenda materials, and data collection. • Performs other related duties as assigned.
EMPLOYMENT STANDARDS Education: Graduation from high school or equivalent is required. An Associate's degree or completion of college-level coursework in public administration, business administration, office management, or a related field is desirable. Experience: At least three (3) years of increasingly responsible administrative or clerical experience, preferably in a public agency or municipal government environment.
LICENSES AND CERTIFICATES Possession of a valid California Class C driver’s license and a satisfactory driving record.
DESIRABLE QUALIFICATIONS Knowledge of: • Office administration practices and procedures. • Professional communication etiquette, both written and verbal. • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Zoom or similar video conferencing platforms. • Generative AI tools (e.g., ChatGPT) and their practical use in drafting, summarizing, and organizing content. • Recordkeeping, file management, and clerical operations. • Basic budget tracking and purchasing processes. Ability to: • Handle sensitive information with discretion and maintain confidentiality. • Prioritize tasks and manage multiple deadlines in a fast-paced environment. • Learn and use new technology and software tools. • Communicate clearly and effectively, both orally and in writing. • Work cooperatively and professionally with City staff, Council members, residents, and vendors. • Take initiative and solve routine problems independently. • Organize meetings, prepare agendas, and coordinate follow-up tasks.
