Administrative Assistant - Confidential

Administrative Assistant - Confidential

Salary

$63,609.08 - $77,317.31 Annually

Location

Finance Department 310 W. Elm St. Lodi, CA

Job Type

Full Time

Job Number

1970.10.2026

Department

Administrative Services Department

Opening Date

10/05/2026

Closing Date

10/18/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Job Description

The City is conducting an Open recruitment to fill an Administrative Assistant-Confidential position in the Administrative Services Department. This position will support five managers and a Department Head. The ideal candidate will be a highly responsible and motivated individual with excellent customer service and organizational skills.

All applications and supplemental questions must be completed fully and submitted on an official City of Lodi application form. (Do not state "See Resume" on your application or supplemental questionnaire). Interested applicants must submit an online application at www.lodi.gov.

Job descriptions are intended to present a broad and general range of duties, which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job.

DEFINITION

Performs highly responsible, complex and confidential administrative and clerical duties; provides administrative direction and support over various departmental functions and projects requiring independent decision-making, judgment and initiative; oversees the support functions of the department.

DISTINGUISHING CHARACTERISTICS

Distinguished from other clerical positions by more complex duties, to include providing administrative direction and support for various departmental functions and projects; may function as administrative assistant to high-level staff.

SUPERVISION EXERCISED AND RECEIVED

Receives supervision from higher-level staff. May be responsible for functional, technical, or direct supervision over other staff.

Examples of Duties

Duties may include, but are not limited to the following:

Performs highly responsible, complex and confidential administrative and clerical duties; provides administrative direction and support over various departmental functions and projects; oversees the support functions of the department;

Plans, coordinates and supervises assigned general administrative functions of the department; serves as office manager to direct and ensure work is handled on a priority basis and completed in a timely, accurate manner;

Prepares correspondence from notes, verbal instructions, or on own initiative; researches, compiles, and analyzes data for assigned special projects and reports;

Produces various reports, charts, graphs, presentations and high level correspondence related to operations of the department and/or City;

Distributes information and materials generated by department; may participate and assist in routine personnel, payroll, purchasing, and budget duties; enters, reviews, verifies departmental payroll information; assists and coordinates with Human Resources on recruitment activities; audits and processes invoices; prepares, codes and processes purchase orders; provides front-line customer service, greets and directs visitors, answers phones, coordinates deliveries, stocks office supplies, makes photocopies, faxes, and files. Provides excellent customer service to internal and external customers both in person and over the telephone and refers inquiries as appropriate; responds to complaints and requests for information with tact and diplomacy; resolves as possible or refers to appropriate department or party as necessary;

Processes incoming and outgoing correspondence; replies independently or as directed; schedules meetings and conference rooms; manages schedules for Department Head or Manager;

Coordinates and makes travel arrangements for department staff;

Supervises, trains and evaluates subordinates and assigned staff; coordinates and manages the department selection process in partnership with Human Resources, including participation in the interview, selection of and on-boarding of assigned staff;

Maintains confidential information related to legal matters and managerial practices and decisions;

Develops and implements office procedures to assure complete and timely operations, creates office forms to facilitate work flow;

Operates personal computer, related software and programs; create, maintain and organize departments/unit files in an efficient and effective manner;

Coordinates, schedules and attends a variety of meetings; prepares and distributes meeting notices or agendas; maintains appointments and activity calendars; reserves facilities; collects and compiles information for meetings;

Individual duties, tasks, and projects may vary or differ based on Departmental assignment and operational needs;

Performs other duties related to the operation of the department and the City including additional duties that enable the department and City to meet the diverse needs of its community.

Typical Qualifications

Knowledge of:

English usage, spelling, grammar and punctuation;

Modern office methods, procedures and equipment, including word processing spreadsheet, database and scheduling software for personal computers;

Understand the organization and operation of the City, including the role of an elected City Council and appointed boards and commissions, and of outside agencies as necessary to assume assigned responsibilities;

Principles of supervision, training and performance evaluation.

Ability to:

Provide high level administrative direction and support over various or multiple functions within the department;

Oversee the support functions of the department;

Prioritize multiple assignments and or projects and complete assigned tasks accurately and in a timely manner;

Research, compile and analyze data from multiple sources;

Maintain confidential information related to legal matters and managerial practices and decisions;

Plan, organize and manage the clerical support function of the department to which assigned;

Communicate effectively, orally and in writing; type and/or transcribe at a speed necessary for adequate job performance; meet time sensitive deadlines;

Operate appropriate computer software; develop, implement and maintain related filing systems on computers;

Use initiative and independent judgment within established guidelines; work independently in the absence of supervision;

Establish and maintain cooperative and effective relationships with those contacted during the course of work.

EDUCATION AND EXPERIENCE

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

Education:

Equivalent to the completion of high school supplemented by specialized clerical courses.

Experience:

Five years of responsible clerical experience. Two years of experience supporting an Executive Level, Director or Department Head is preferred.

• FLSA Status: NON-EXEMPT

Supplemental Information

Interested applicants must submit an online application at www.lodi.gov. No paper applications will be accepted. For technical difficulties with your online application, please call the Neogov helpline at 855-524-5627.

Telephone: 209-333-6704. Persons with hearing impairment, please call the California Relay Service 7-1-1.

TESTING PROCESS: Candidates considered to be among the most qualified will be required to participate in a qualification appraisal testing process. This may include oral interviews, assessment exercises, and physical exercises. Passing scores will determine placement on an established eligible list. Eligible lists last approximately 2 years unless abolished sooner. Fingerprints and/or background clearance is part of the testing process.

Selection Process: Only the best qualified applicants will be invited to continue in the recruitment process.

EQUAL OPPORTUNITY EMPLOYER - The City of Lodi is an equal opportunity employer and is committed to a policy of fair employment practices regardless of race, color, ancestry, national origin, religion, sex or sexual orientation, marital status, age, mental or physical disability or perceived disability, medical condition, pregnancy, political affiliation or belief, or other unlawful discrimination.

AMERICANS WITH DISABILITY ACT - In compliance with the Americans with Disabilities Act and Section 504 of the Rehabilitation Act, the City of Lodi provides reasonable accommodation for qualified individuals with disabilities. Individuals with disabilities requiring accommodations must contact the Human Resources Division upon application submittal to confirm the request.

CRIMINAL BACKGROUND INFORMATION - City of Lodi is authorized and required by the state of California to access Local, State, and/or Federal criminal history as part of the testing process. This process can be completed by initial fingerprinting and/or a full Background investigation pursuant to Penal Code §11105(b)(10), §11105.3, §13300(b)(10); Education Code §10911.5; Public Resources Code §5164) and in compliance with the City of Lodis Fingerprinting Policy and Procedure. As a future employee or volunteer, you are required to be fingerprinted and processed through the Department of Justice and cleared before you can start. All information obtained will be kept in strict confidentiality.

HIRING PROCEDURE - Applicants must possess the minimum qualifications by the final filing date. Eligible lists are established upon successful completion of the selection process. The candidates must be successful in each part of the testing. To fill each vacancy the hiring department will request names to be certified from the eligible list and will make a selection from this certification list.

CONDITIONAL JOB OFFERS - Conditional job offers are subject to successful completion of a medical drug screen and/or physical. Candidates should not quit or give notice to their current employer until final notification has been awarded by the Human Resources Division.

MEDICAL-DRUG SCREENING - All positions may be subject to a physical or drug screen issued by a qualified medical physician assigned by the Human Resources Division. Under the requirements of the Drug Free Workplace Act of 1988, the City of Lodi has been designated as a drug-free workplace.

APPOINTMENT - At the time of appointment all candidates will be required to execute an oath of allegiance and complete Form I-9 - Employment Eligibility Verification in compliance with the Immigration and Naturalization Act. United States citizenship is not required. All new appointees are required to successfully complete a probationary period of twelve months.

EMPLOYMENT BENEFITS

SALARY - The starting salary is the first rate shown on the job announcement. Advancement to the higher steps of the salary range is based upon merit in accordance with the Salary Ordinance and Rules for Personnel Administration. Eligibility for the first merit increase is effective after 12 months and for additional merit increases after one year intervals until the employee has reached the maximum step.

HOLIDAY, VACATION, SICK, AND ADMINISTRATIVE LEAVE - Holiday - An average of 13 paid holidays per year. Vacation - 2 weeks paid vacation annually, increasing with length of service depending upon the appropriate labor agreement. Sick Leave - 10 days per year depending upon the appropriate labor agreement. Administrative Leave - Management/Mid-Management positions receive 80 hours per fiscal year, and specified professional/technical positions receive 40 hours per fiscal year (Pro-Rated).

HEALTH INSURANCE - Medical, Dental and Vision plans are available for employee and dependents. A portion of the premiums may be the employees responsibility.

LIFE INSURANCE AND LONG TERM DISABILITY - The City pays the full premium for employee and dependent life insurance, and offers a long-term disability plan that provides up to approximately 2/3 of an employees salary.

RETIREMENT AND DEFERRED COMPENSATION - The City of Lodi is a member of the Public Employees Retirement System (P.E.R.S.). Lodi is not a member of the Social Security System except for the required medical contribution. Employees may participate in a 457 Deferred Compensation program.

FLEXIBLE SPENDING ACCOUNT - Employees may participate in a Section 125 Flexible Spending Account.

NOTE: Employee Benefits stated herein are subject to change through the collective bargaining process and are not guaranteed.

VACATION:

0-5 years = 10 days/year.

6-11 years = 15 days/year

12-14 years = 17 days/year

15 years & over = 20 days/year

Maximum carryover is 2 times accrual rate per year. No cash out allowed.

SICK LEAVE:

12 days/year

HOLIDAYS:

10.5 fixed days per year.

HEALTH BENEFITS:

All employees are offered medical insurance for themselves and dependent(s) through CalPERS Medical Plans. Effective January 1, 2026, City shall pay a monthly maximum towards medical premiums as follows:

$1,051.97 per month for Employee Only

$2,103.95 per month for Employee +1

$2,735.14 per month for Family

If employee selects a higher cost plan, employee will pay the difference as a payroll deduction.

If an employee elects not to be covered by medical insurance through the City of Lodi, an additional:

$692.81 per month for family

$532.92 for employee + 1 dependent

$305.22 for single

will be added to either the employees deferred compensation account or cash. In order to qualify for this provision, proof of group insurance must be provided to the City.

The City shall pay the full cost for the employee and their dependents dental premium for the term of this agreement. The City agrees to provide a vision care plan, equivalent to the VSP Plan B, with a $25.00 deductible for the employee and dependents; the entire premium to be paid by City.

DEFERRED COMPENSATION:

A deferred compensation plan is available at the employees option.

EDUCATION ALLOWANCE:

Tuition Reimbursement up to $3000 per fiscal year as per City policy.

LIFE INSURANCE:

A life insurance program providing $25,000 term life insurance.

LONG TERM DISABILITY:

After a 60-day waiting period, coverage is 66 2/3% of salary, employer covers 100% of premium.

RETIREMENT:

New employees into the CalPERS retirement system are enrolled in the 2%@62, three-year average retirement formula. Employees hired after January 1, 2013, with less than a six-month break in CalPERS (or reciprocal agencies) are enrolled in the 2%@55, three-year retirement formula. At present, employees will contribute towards the employee portion of their CalPERS retirement costs. If additional information is needed regarding CalPERS retirement plans/costs, please contact Human Resources.

Employees shall pay the 7% employee portion of Retirement Benefits.

01

I understand that in order for my application to receive every consideration in the selection process, I must complete all of the application (education, experience, etc.) along with the following Supplemental Questions and provide concise but detailed answers. I understand these responses must match the information I provide in the Work Experience and Education sections of my application. When answering narrative descriptions of my experience, I understand that I must include the name of the employer, dates of employment, and the name and phone number of my supervisor.

Do not refer to a resume or other documentation in lieu of completing the employment history section or responding to the supplemental questions; they will not be reviewed or considered.

I certify that all the information provided on my application and this Supplemental Questionnaire is true to the best of my knowledge.

• I have read and understand the above instructions

02

This position requires five (5) years of responsible clerical experience. Please indicate the years of qualified work experience you possess:

• Five or more years of experience
• Three to four years of experience
• Less than three years of experience
• No relevant experience

03

This job requires two years of experience supporting an Executive-level, Director, or Department Head. Do you possess this experience?

• Yes
• No

04

This position reports to multiple managers, please describe your experience reporting to multiple managers. If no experience, enter N/A.

05

This position performs highly responsible, complex and confidential administrative and clerical duties and provides administrative support over various departmental functions and projects. Please describe your experience as it relates to the above mentioned job duties. If no relevant experience, enter N/A.

06

Please rate your experience and knowledge in Excel:

• Beginning
• Intermediate
• Advance

07

Please rate your experience and knowledge in Word:

• Beginning
• Intermediate
• Advance

08

Describe your experience preparing reports, and correspondence for a Department Head, City Manager, City Council, Commission, Board, or the public. If no experience, enter N/A.

Required Question

Employer City of Lodi

Address City Hall

221 West Pine Street, 2nd Floor

Lodi, California, 95240

Phone (209) 333-6704

Website http://www.lodi.gov