Administrative Assistant I/II

Job Description:

Administrative Assistant I/II

Description

THE POSITION

The City of Rancho Cordova is actively recruiting for an Administrative Assistant who can manage the day-to-day details for executives at City Hall. This is a unique opportunity to work alongside experts in Communications and Economic Development.

The IDEAL CANDIDATE is detail-oriented and highly skilled at prioritizing and managing multiple projects and shifting deadlines. As an experienced Administrative Assistant I/II , you will play a pivotal role in supporting senior management while collaborating effectively within a team environment. The ideal candidate will also possess strong organizational and communication skills, along with the ability to conduct basic research and gather relevant information to support efficient day-to-day operations. From coordinating processes to managing complex schedules and virtual meetings, the successful candidate’s multitasking abilities will be essential to supporting the department’s daily functions.

We are seeking a candidate with exceptional written and verbal communication skills who excels in providing outstanding customer service. Strong computer proficiency using the Microsoft Suite, financial software, and other technologies is essential (website training will be provided). The ideal candidate will demonstrate strong interpersonal skills and attentive listening abilities to foster positive interactions with both internal colleagues and external stakeholders.
If you are a proactive individual with a keen eye for detail and the ability to exercise sound judgment, we encourage you to apply today. Join a high-energy team with a strong work ethic where you will thrive in a fast-paced environment and contribute to impactful projects. This is an excellent opportunity to showcase your communication and organizational skills while collaborating effectively with staff and the community.
APPLY TODAY! Take the next step in your career journey with the City of Rancho Cordova!
*NOTE: This recruitment will close on June 7, 2026, or upon receipt of the first 150 applications, whichever occurs first. Applicants are encouraged to apply promptly.

BENEFITS OF WORKING FOR THE CITY OF RANCHO CORDOVA

• Choice of a generous monthly stipend for Medical/Dental/Vision or Cash in Lieu of Medical Insurance.
• 13 paid holidays per year
• Universal Time Off (combined vacation and sick leave).
• CalPERS Retirement.
• Tuition Reimbursement up to $2,500/fiscal year
  • The City of Rancho Cordova is also a qualified employer for the Public Service Loan Forgiveness (PSLF) program.
• Alternate work schedules available
• Onsite fitness area & many more employee perks!

City employees also enjoy the knowledge that their work matters to the residents, visitors and businesses in our community. See what some of employees have to say about working for the City of Rancho Cordova, by watching this short video:

The City of Rancho Cordova is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, sexual orientation, gender identity, age, national origin, protected veteran status, disability or any other characteristics protected by law.

EXAMPLES OF ESSENTIAL DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and change business practices.

• Performs a wide variety of responsible secretarial, clerical, and administrative duties in support of the administration of the department, division, or program; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Receives and responds to calls and visitors with tact and diplomacy; researches and responds to requests for sensitive information and assistance; resolves citizen concerns and complaints.
• Serves as receptionist to cover the front counter or other departments, offices, or facilities within the organization as needed; provides information and forms and assists the public in filling out forms; collects, verifies, reviews, and processes materials, applications, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports.
• Utilizes various computer applications and software packages; develops, enters data, maintains, and generates reports from a database or network system; designs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software; verifies data for accuracy and completeness.
• Interprets and applies City policies, procedures, and administrative directives, and communicates laws and regulations in response to inquiries or complaints; refers inquiries as appropriate.
• Participates in special projects as assigned; collects and compiles a variety of administrative and/or technical information; prepares report of findings; prepares mass mailings to City residents.
• Assists with the editing and tracking of contracts for services; follows up with vendors, consultants, and contracts as needed.
• Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records.
• Composes and prepares a wide variety of correspondence from brief instructions; transcribes information, proofreads, and produces legible documents; ensures materials and reports are accurate and complete; provides editing and business writing assistance.
• Coordinates and makes travel arrangements for council members, management and key staff; maintains appointment schedules and calendars; organizes and arranges meetings, conferences, and civic functions; performs monthly credit card reconciliation and processes travel reimbursements.
• Sorts and distributes time sensitive or confidential mail for follow-up as necessary; independently responds to letters, electronic communication, and general correspondence on behalf of management.
• Recommend improvements in workflow, procedure and use of equipment forms; implement improvements as approved; develop and revise office forms and report formats as required.
• Promotes a positive City image by maintaining excellent internal and external customer relations; uses tact and diplomacy in all interactions with customers; works collaboratively with various departments and outside agencies.
• Performs website and intranet updates from drafted documents and brief instruction to ensure current information is communicated to external and internal customers in a timely manner.
• Maintains office supplies and inventories; prices, research, and orders supplies as needed.
• As assigned, arranges and coordinates meetings; assists in preparing and distributing agenda packets and correspondence; attends meetings and takes, transcribes, and assures proper distribution of minutes and verbatim transcripts.
• Maintains effective systems and processes for efficient operations including accurate and up-to-date office files, records, and logs for assigned areas; develops, prepares, and monitors various logs, accounts, and files for current and accurate information; purges/shreds files per guidelines to ensure confidentiality.
• Performs related duties as assigned.

Administrative Assistant II - performs all the duties of Administrative Assistant I, plus the following:

• Facilitates time and project management for the division, department, or program including keeping activities flowing subject to timelines and management trends; follows up on projects, commitments, and actions to assist in keeping work flow progressing; keeps various tickler files and schedules to assist managers, department heads and other staff apprised of deadlines, project due dates and other events; ensures division, department or program timelines, commitments, and objectives are met.
• Assists with budget preparation and monitors the departmental or divisional budget including assisting in assembling and preparing the annual city and department/division budget and contracts; processes budget appropriations for capital projects and professional services contracts; prepares cost analyses, tracking and verifying the allocation of funds; monitors expenditures against budget; processes purchase requisitions and requests for payment; disburses and reconciles petty cash funds.
• May serve on interview panels and provide feedback when hiring new administrative employees; assists with training new staff on various processes and procedures related to assigned area of responsibility.

EMPLOYMENT STANDARDS & MINIMUM QUALIFICATIONS

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain knowledge and abilities would be :

Administrative Assistant I
Education/Training :

• Equivalent to the completion of a high school diploma.
  • College course work in public administration, business administration, communications, English, computer applications is, or a closely related field is highly desirable.

Experience :

• Two (2) years of progressively responsible administrative support experience.

License or Certification :

• Some positions may require possession of a current valid California Class C driver's license and a satisfactory driving record as determined by the city.

Administrative Assistant II
Education/Training :

• Equivalent to the completion of a high school diploma.
  • College course work in public administration, business administration, communications, English, computer applications, or a closely related field is highly desirable.

Experience :

• Three (3) years of experience comparable to that of an Administrative Assistant I with the City of Rancho Cordova.

License or Certification :

• Some positions may require possession of a current valid California Class C driver's license and a satisfactory driving record as determined by the city.

For a complete list of employment standards and minimum qualifications, please refer to the job description link below.
Administrative Assistant I/II

PHYSICAL WORKING CONDITIONS AND ENVIRONMENTS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Requires the mobility and manual dexterity to work in a standard office environment, use standard office equipment and attend off-site meetings; speech and hearing to communicate in person and by telephone; vision to read handwritten and printed materials and a computer screen; strength and agility to lift and carry items weighing up to 20 pounds; emotional and psychological capability to make frequent decisions, work alone, concentrate, or have frequent public and/or coworker contact. Some accommodations may be made for some physical demands for otherwise qualified individuals who require and request such accommodations.

FLSA - Non-exempt status

Equal Opportunity Employer

The City of Rancho Cordova complies with the letter and spirit of the Equal Employment Opportunity and Americans with Disabilities laws in its employment process. Please advise the Human Resources Department of any reasonable accommodation you need in order to participate in the City’s application process.

[email protected]

NON-EXEMPT EMPLOYEE BENEFIT SUMMARY

CALPERS Retirement -The City of Rancho Cordova contracts with the California Public Employees' Retirement System (CalPERS) for a defined benefit plan.

Tier 1: Employees hired prior to December 31, 2012, and "Classic Members" hired subsequently with less than a six (6) month break in service, are provided 2.7% at 55 retirement formula. City employees pay the full 8% of their base pay toward this retirement benefit.

Tier 2: Due to the Public Employees' Pension Reform Act of 2013 (Assembly Bill 340), new Miscellaneous members hired after January 1, 2013, or "Classic Members" with a break in service of more than six (6) months, are eligible for the 2% @ 62 CalPERS retirement formula for fiscal year 2025/2026. Employee contribution rate is 7.75% of PERS-able compensation, up to $186,906. (Note: the employee contribution will change as the cost of the benefit changes, since the employee is required to pay half the normal cost.)

1959 Survivor Benefit (Indexed Level)
The 1959 Survivor Benefit provides a monthly allowance to eligible survivors of members who die while actively employed. The monthly benefit payable to survivors in the Indexed Level increases by 2% each year. Benefit amounts for fiscal year 2025/2026 are $820, $1,641 and $2,461 for 1, 2, or 3 eligible survivors.

457 and 401(a) Deferred Compensation Plan

• City will contribute $23.08 per pay period into the 457 Deferred Compensation Plan on behalf of the employee.
• City will match up to 3% of the base salary for employees who participate in the 457 plan. City match is placed in a 401(a) plan. There is no vesting period.
• Employees may also voluntarily participate in the 401(a) defined contribution retirement program; however, election must be made upon hire and is irrevocable during employment with the city.

Health Insurance (medical, dental and vision) - The City offers a "cafeteria plan," which includes a monthly medical stipend the employee may apply toward premiums for medical, dental and vision.


Cash-in-lieu - If your total health, vision and/or dental premium costs are lower than $300, you may receive the difference as cash in lieu up to a total of $300. If you do not need to purchase medical, dental or vision benefits from the City, you are eligible for a total of $300 cash in lieu per month.

Medical Benefits

Retiree Health Medical Benefits - CalPERS plans made available, and retiree medical contribution offered toward the cost of the plan. In 2026, the retiree medical contribution is $162.00 per month. The retiree medical contribution will continue to increase until it is equal to the minimum contribution required by CalPERS for the employer to pay on behalf of an employee.

Dental -Delta Dental PPO

Vision - Vision Service Plan (VSP)

Flexible Spending Account (FSA)

• Medical FSA for the plan year is $3,400 (maximum)
• Dependent Care FSA for the plan year is $7,500 (maximum)

Universal Time Off (UTO) - vacation and sick leave combined

Universal Time Off Cash Out - Employees may cash out up to 80 hours in fiscal year 25/26.

Bereavement Leave - On the date of hire, employees are entitled to 24 hours of Bereavement Leave per event due to the death of a member of an employee's immediate family.

Holidays - 13 Holidays per year.

Winter Break - Reviewed by the City Manager each year.

Life Insurance - $50,000 life insurance policy

• Life price per $1,000 $0.109
• AD&D price per $1,000 $0.025

Long Term Disability

• LTD price per $100 $0.145
• 60% of earnings up to $7,500
• 90-day benefit waiting period
• Maximum Benefit Duration - To age 65 or Social Security Normal Retirement Age

Social Security - No
Employees do not pay into and earn credit toward future benefits in Social Security, since the City offers an IRS qualifying retirement plan. Medicare benefits, however, will not be affected.

Employee Assistant Plan (EAP) - Available to employee and immediate family. Includes concierge, financial and legal services.

Wellness Program - On-site fitness room, shower and lockers and ping pong tables available for employee use.

Tuition Reimbursement - Up to $2,500 per fiscal year.

Training and Development - Available and encouraged for each employee.

Updated January 2026

Closing Date/Time: 6/7/2026 11:59 PM Pacific

Salary:

$63,689.60 - $85,342.40 Annually