Administrative Assistant (Confidential)

Administrative Assistant (Confidential)

Salary

$72,032.69 - $91,248.86 Annually

Location

Folsom City Hall, 50 Natoma Street, Folsom, CA

Job Type

Full Time Permanent

Job Number

26-00036

Department

City Attorneys Office

Opening Date

07/20/2026

Closing Date

8/9/2026 11:59 PM Pacific

Max Number of Applicants

100

• Description
• Benefits
• Questions

Definition

THIS RECRUITMENT WILL CLOSE AFTER RECEIPT OF THE FIRST 100 APPLICATIONS, OR BY AUGUST 9, 2026, WHICHEVER OCCURS FIRST.

Applications must be filled out completely and thoroughly. Resumes are not accepted in lieu of an application, but may be additionally attached.

PLEASE ATTACH ANY DEGREES OR TRANSCRIPTS, LICENSES, AND CERTIFICATIONS TO YOUR APPLICATION.

Anchored in the foothills of the Sierra Nevada - 20 miles east of Sacramento and about 1.5 hours from Lake Tahoe - the City of Folsom is comprised of beautiful parks and trails, and boasts excellent schools, family-orientated neighborhoods, and outstanding shopping, dining, and cultural options. Folsom is a high-tech, forward-looking city, with firms ranging from small to large international corporations. Voted by WalletHub as the Best Place for Families to Live in California, and 2nd Best Lake Town in America, Folsom is recognized for its affordability, fair weather, education, and health.

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The City of Folsoms City Attorneys Office is currently recruiting for an Administrative Assistant (Confidential). This position is Monday - Friday, 8:00am - 5:00pm and sits at a public counter located in Folsom City Hall.

IDEAL CANDIDATE

This position will provide direct administrative and clerical support to the City Attorney's Office. The ideal candidate is someone who has strong administrative experience working in a law office or working within the legal department of a public agency. The minimum requirement is three (3) years of experience, however at least five (5) years of experience is highly preferred. The ideal candidate has a strong understanding of City government, The Public Records Act, and The Government Claims Act. The ideal candidate is also very familiar with civil litigation, including calendaring requirements and practices; general court procedures; and filing documents in state and/or federal court, especially Sacramento Superior Court.

Under general supervision of the City Attorney, the Administrative Assistant (Confidential) will perform highly confidential, responsible, specialized, and technical office support activities, with principal clerical responsibility for a variety of complex but well-defined, Department-wide administrative functions; explain rules, policies, and operations related to department records and programs; provide information and assistance to the public; may coordinate administrative and clerical activities among the divisions of the department; and perform related work as required. Incumbents may oversee, monitor, and direct the work of lower level personnel.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant (Confidential) is an unrepresented, singular classification that has principal clerical responsibility for a variety of confidential and complex, but well-defined Department-wide administrative functions, such as budget compilation, a multi-faceted payroll, contracts, Committee or Commission minutes, document imaging, payment processing, and/or Council agenda item preparation, and may take assignments directly from a department head. Some positions may provide direct supervision for a small proportion of the time. Incumbents work independently on specialized sensitive administrative activities containing a high number of complex and difficult tasks and assignments. This class is distinguished from the represented classification of Administrative Assistant in that the latter does not have access to confidential and sensitive labor-relations information. This class is distinguished from the class of Administrative Support Specialist in that the latter serves as primary clerical support to the City Manager.

This is an unrepresented, confidential, non-exempt position.

Examples of Essential Duties

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed.

• Act as technical resource on difficult and sensitive administrative support problems or specialized issues; monitor quality and timeliness of work.
• If acting as lead worker, instruct employees in the interpretation and application of regulations, policies, and procedures related to the departments programs and automated systems.
• May train, assign, and monitor work of lower-level personnel.
• May provide input into the evaluation of the performance of temporary or permanent staff members.
• Identify and provide individual instruction to co-workers for work deficiencies.
• Coordinate schedules and meetings.
• Compile budget data, participate in preparation of departments budget, and analyze draft budget figures.
• Develop recommendations for revisions in organizations or procedures to reflect changes in operations or improvements in existing practices.
• Assist the public in person, by phone, or by email; answer inquiries related to department services, programs, and operations including processing claims presented against the city; and administering executing, indexing, and archiving legal records and other complex records maintenance such as contracts, agreements, deeds, recording documents with County Recorder, and supervision of the records management program.
• Prepare notices, reports, flyers, letters, fiscal, or other documents and information.
• Compile data and maintain forms and spreadsheets.
• Research and assemble information and verify that information or data is complete, accurate, and consistent.
• Process and maintain payroll records.
• May generate monthly performance evaluations and forward information to supervisors with appropriate forms.
• Respond to surveys.
• May take and transcribe Commission or Committee minutes.
• Classify expenditures to the appropriate expenditure accounts, and prepare purchase order requisitions.
• Provide principal clerical support for the development of Council Agenda items and meeting preparation, coordination with the centralized agenda preparation system, etc.
• Process and maintain contracts and payment files.
• Assist with processing and production of public records requests.
• Maintain department personnel records.
• Perform related duties as assigned.

The Administrative Assistant (Confidential) position is responsible for the listed job duties above, as well as those listed depending on their assigned department:

City Attorneys Office

• Provide direct administrative and clerical support to the City Attorney, the Assistant City Attorney, and other City Attorney's Office staff as directed by, for example, answering phones, taking messages, making appointments, scheduling meetings, setting up meeting rooms and equipment, maintaining calendars, filing documents, and maintaining a follow-up system to support the City Attorney with tracking deadlines, project due dates, and other event timelines.
• Welcome and direct visitors by maintaining a professional demeanor and greeting them at the front counter or on the phone, acknowledging the customer's presence, and answering or referring inquiries and providing appropriate information.
• Prepare, proof, and/or finalize a wide variety of documents such as letters, memos, agreements, reports, ordinances, resolutions, presentations, and court documents; distribute, mail, serve, and file originals.
• Maintain accurate and up-to-date office files including litigation, transactional, and advisory matters. Maintain files in hardcopy and/or electronically as directed. Update, purge, and shred files consistent with City Records Retention Policy and applicable level of confidentiality. Maintain electronic filing system. Maintain file storage list. Retrieve stored files and/or documents upon request.
• Coordinate and schedule meetings and appointments for attorneys. Keep attorney calendars as directed.
• Research and respond to requests for sensitive and/or confidential information from outside counsel.
• Receive and respond to calls and visitors with tact and diplomacy; resolve resident concerns and complaints; advise the City Attorney on sensitive matters with potential impact to City's interests and relationships.
• Promote a positive City image by maintaining excellent internal and external customer relations; use sensitivity, tact, and diplomacy in all interactions; establish and maintain positive and effective working relationships with coworkers, outside counsel and their staff, elected and appointed officials, residents, and others contacted in the course of work at all levels; work collaboratively with staff, various departments, and outside agencies or stakeholders.
• Maintain law library.
• Screen and distribute incoming mail.
• Coordinate, schedule, process, and confirm travel and other arrangements for meetings, conferences, speaking engagements, business trips, etc. by preparing itineraries, requesting travel confirmations, compiling expense reports, and reconciling credit card invoices.
• Organize, inventory, and order supplies for the City Attorney's Office.
• Assist other City Attorney's Office staff in the performance of their functions as directed.

Finance

• Maintain records retention system for the department in accordance with Federal and State laws, and negotiate and manage the contract for storage of materials.
• Contribute to the goal of having transparency in the Citys financial and other records by designing, modifying, and keeping current the webpage for the department. Coordinate and track all public records requests to the department.
• Maintain the City credit card system by processing the issuance and cancellation of credit cards in accordance with City Policy and monitoring compliance.
• Post daily journal entries and maintain general ledgers, reports and files.
• Prepare daily cash deposit and daily cash reconciliation updates/postings.
• Process daily to weekly budget adjustments, purchase requisitions, purchase orders, invoice processing, and Finance mail distribution.
• Compile and maintain financial and statistical data and prepare and assist in preparing financial reports and analyses, such as the Prop 172 report, the economic trend report, and the Annual Comprehensive Financial Report.
• Assist in gathering information for and the compilation of the operating and CIP budgets.
• Assist other finance department staff in the performance of their functions.

Human Resources

• Verify salary adjustment data (P-1 forms) for accuracy and forward to payroll timely. Provide guidance on completing P-1 forms accurately and timely to departments as needed.
• Collect and compile payroll timesheets, leave reports, and payroll change reports, ensuring accuracy and timelines are met.
• Coordinate and maintain City ID Badge program.

Employment Standards

NOTE: The level and scope of the knowledge and abilities listed below are related to job duties as defined under "Distinguishing Characteristics."

Knowledge of:

• Office management methods and procedures.
• Principles of business administration, budget administration, accounting, payroll, and personnel administration.
• Principles and practices of taking formal minutes of Committees or Commissions
• Modern office practices, and department specific methods, procedures, policies, and regulations.
• Programs, goals, and purpose of the assigned department.
• English grammar, vocabulary, spelling, and punctuation.
• Business letter writing and basic report preparation.
• Leadwork and staff development techniques and practices.
• Common word processing, spreadsheet, and database software.
• Modern office equipment and computer software, including scanning, printing, faxing, electronic document classification, and word processing, spreadsheet, presentation, accounting, and database software.
• Principles of records management.
• Calendaring, filing methods, editing, and proofreading.

Ability to:

• Analyze administrative problems and develop recommendations.
• Prepare and analyze statistical data, tables, and charts, and make basic mathematical calculations.
• Plan, evaluate, train, and supervise work of others.
• Answer a variety of questions related to department programs and processes.
• Exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations.
• Provide verbal and written instruction to others.
• Prioritize, organize, assign, and monitor workload.
• Learn the basic principles as well as the highly specialized components of the automated systems used in the department.
• Apply the rules, regulations, policies, and procedures pertaining to initial application for the assigned departments services.
• Apply appropriate questioning content and techniques for interviewing applicants.
• Enter data accurately into automated system and identify methods to independently verify the accuracy of the data entry.
• Locate, identify, and correct inaccurate or incomplete information.
• Effectively communicate verbally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of employment, including elected and appointed officials, executives, and City staff while maintaining a professional demeanor.
• Develop understanding of City departments and outside agencies as necessary.
• Type at a speed necessary for successful performance on the job.
• Maintain attention to detail by prioritizing work and coordinating several activities simultaneously despite interruptions.
• Organize work, set priorities, meet critical deadlines, and follow up on assignments with a minimum of supervision. Perform difficult and responsible administrative support work efficiently and accurately in a fast-paced environment.

The Administrative Assistant (Confidential) position is responsible for the employment standards above, as well as those listed depending on their assigned department:

City Attorneys Office

• Ability to maintain strict confidentiality of all project assignments and City legal issues.
• Ability to anticipate need of the City Attorney and Assistant City Attorney; research and gather necessary information for meetings, reports, projects, appearances.
• Ability to maintain confidential data and information for executive staff.

Minimum Qualifications

Education:

Associates degree from an accredited college or university in accounting, business or similar area or the equivalent in college semester hours/credits.

Experience:

Three (3) years of full-time, increasingly responsible administrative secretarial experience.

Desirable/Preferred Qualifications:

• Administrative experience working in a law office is highly preferred.
• Familiarity with legal terminology, civil litigation, and general court procedures is preferred.
• Knowledge of filing documents in state and/or federal court, with experience in Sacramento Superior Court is desirable.
• Contract review and insurance experience is desirable.
• General knowledge of city government, including activities and responsibilities of the City Attorneys Office, City Managers Office, and City Council is desirable.

Substitution:

Additional qualifying experience can be substituted for the required education on a year-for-year basis.

License, Certificate, Registration Requirements:

At the option of the City, persons hired into this class may be required to either possess at entry or obtain within specified time limits, designated licenses, certificates or specialized education and training relevant to the area of assignment. Additional requirements may include, but are not limited to the following:

• Some positions may require the possession of, or the ability to obtain and retain, a California Class C driver license by the time of appointment. Individuals who do not meet this requirement due to a disability will be evaluated on a case-by-case basis.
• Notary Public Commission

Physical Requirements:

Work is performed in a typical office environment. (1) Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. (3) Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. (4) Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. (5) Hearing/ Talking: frequent hearing and talking, in person and on the phone. (6) Emotional/ Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. (7) Environmental: frequent exposure to noise. (8) Ability to multi-task and balance frequently changing workload and priorities.

The City of Folsom offers a wide range of employee benefits. Click here for a summary of benefits for our Unrepresented Non-Exempt employees.

01

These supplemental questions are an important first step in our screening process. Failure to provide complete responses may result in your application not being considered. In addition, the successful candidate is made a conditional offer subject to background check, which requires DOJ fingerprint clearance and a pre-employment physical, including screening for drug and alcohol use. By checking the box below, I acknowledge that I have read and understood the above information.

• I have read and understood background and screening process.

02

The salary range for this position is (W50) $72,032.69 - $91,248.86 annually with the City typically hiring at step 1. By checking the box below, you acknowledge your understanding of salary paid for this position.

• I acknowledge understanding of salary paid for this position.

03

Are you in a familial, cohabitant, or amorous relationship with any current employee of the City of Folsom? Examples of these relationships include: spouse, domestic partner, parent, child, sibling, uncle, aunt, nephew, niece, first cousin, grandparent, great-grandparent, grandchild, or great-grandchild. Relations may be by blood, marriage, adoption, or domestic partnership, including in-law, step- and half-relationships. (If yes, please answer the next question.)

• Yes
• No

04

Please list name of relative, relationship and department that your relative works in. (If not applicable, please type N/A)

05

What is the highest level of education that you have completed?

• Did not complete high school or GED
• High school graduate or equivalent
• Some college
• Associates Degree
• Bachelors Degree
• Masters Degree or higher

06

Please list below the type of degree you possess (ie. Associates, Bachelors, etc.) and the major area (i.e. Business, Accounting, etc.). If not applicable, please put "N/A".

07

How many years of full-time experience do you have performing increasingly responsible administrative secretarial experience?

• None
• Less than 3 years
• 3 to 4 years
• 4 to 5 years
• 5 to 6 years
• 6 to 7 years
• More than 7 years

08

Why are you interested in working for the City of Folsoms City Attorneys Office as an Administrative Assistant, and why you would excel in this role.

09

Do you have experience working within a law office or within the legal field? If so, please describe thoroughly.

10

Do you have experience working with executive management and appointed/elected officials? If so, please describe thoroughly.

11

Do you currently possess any valid licenses or certifications that are relevant to this role? If so please list, if not put "N/A".

12

Do you have any additional comments pertaining to your application? If not, put "N/A".

Required Question

Employer City of Folsom

Address 50 Natoma Street

Folsom, California, 95630

Phone (916) 461-6050

Website http://www.folsom.ca.us