The City of Pleasanton is seeking a highly organized and detail-oriented Administrative Assistant to provide essential high-level support to the Community and Economic Development Department’s Planning Division. This specialized role combines advanced administrative expertise with direct involvement in public meetings, land use processes, and regulatory compliance, serving as a key contributor to transparent and effective decision-making that shapes Pleasanton’s growth and community development.
We’re Looking For Someone Who is:
- Highly organized and detail-oriented, with exceptional accuracy in managing complex records and deadlines.
- Confident in handling legal and regulatory requirements, particularly those related to public meetings and records under the Brown Act and California Public Records Act.
- A strong communicator with excellent written skills for preparing official documents like agendas, minutes, and resolutions.
- Able to work independently while collaborating effectively with interdepartmental staff, appointed officials, and the public.
- Proficient in office systems, records management, and tools like word processing software, with the flexibility to adapt to varying priorities and attend evening meetings.
In This Role, You Will:
- Serve as Recording Secretary for the Planning Commission, including preparing and publishing agenda materials in compliance with the Brown Act; attending two evening meetings per month; and preparing accurate, timely minutes, resolutions, and memorandums.
- Coordinate project noticing for development approvals by the Planning Commission, City Council, and Zoning Administrator, ensuring adherence to State Government Code and Pleasanton Municipal Code requirements.
- Maintain organized digital and physical filing systems; manage department records retention, archiving, and destruction in line with the City’s retention schedule and the California Public Records Act.
- Provide general administrative support, such as processing travel/training reimbursements, occasional cashiering/reception duties, setting up Zoom hearing logistics, and updating the department website.
- Coordinate with interdepartmental staff to ensure timely, compliant execution of Planning Commission support, noticing, and records tasks.
A Few Reasons You’ll Love Working with Us:
- You will have the opportunity to play a central role in supporting public decision-making and community development in Pleasanton, with direct impact on projects that shape the city.
- You will enjoy meaningful variety in daily work, combining high-responsibility tasks with exposure to municipal planning and regulatory processes.
- You will be part of a collaborative environment where you work closely with staff at all levels and contribute to transparency, public engagement, and community-focused outcomes.
- You will gain valuable experience in specialized local government functions that build transferable skills for career growth within public service.
A Few Challenges You Might Face:
- Managing multiple deadlines and peak workloads, especially around Planning Commission meetings or during complex development projects, while maintaining strict compliance with state and local regulations.
- Balancing attention to detail with the need for flexibility in a fast-paced setting, including adapting to changing priorities and attending required evening meetings.
- Handling confidential and sensitive information while ensuring accurate, timely execution across interdependent tasks.
The Ideal Candidate Will Be:
- Skilled in preparing public meeting materials (agendas, minutes, resolutions) and maintaining compliant records systems.
- Proficient in modern office procedures, word processing, records management, and computer systems.
- A professional who communicates effectively in writing and orally, builds strong working relationships, and applies good judgment in interpreting policies and regulations.
- Comfortable in a public agency environment, with the ability to staff evening meetings, handle occasional public-facing duties and work under supervision while performing independently.
* The Pleasanton City Employees Association bargaining group is scheduled to receive a 3% increase in April 2026For more information about the position, please refer to the job description by visiting the following link: Administrative AssistantAny combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:
Education:
High school diploma required.
Vocational/technical diploma in secretarial science, office management, or related field preferred.
Experience:
Three years of progressively responsible office experience performing the full range of clerical duties involving frequent public contact.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
- Modern office procedures and terminology
- Records maintenance systems
- Rules of grammar, punctuation, and spelling
- Basic supervisory practices
- Word processing software commonly used in an office setting
Skill to:
- Type accurately 60 wpm.
- Make independent decisions and use good judgment in applying City policies, rules and regulations
- Format and produce in finished form, reports, letters, spreadsheets and related documents using the word processing software used by the department
- Communicate effectively orally or in writing
- Operate computers and other modern office equipment
- Assign, review, and coordinate the work of subordinate staff
- Establish and maintain effective working relationships with other City employees and the public
