Administrative Assistant (Environmental Services - Water/Wastewater Division)

Administrative Assistant (Environmental Services - Water/Wastewater Division)

Salary

$51,279.93 - $65,447.60 Annually

Location

Arcata, CA

Job Type

Full-Time

Job Number

262700007

Department

Environmental Services

Division

Plant Operations

Opening Date

10/29/2026

Closing Date

11/15/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Description

Are you highly organized, detail-oriented and committed to providing excellent customer service to members of the public? Consider a career with the City of Arcata and apply today! We are currently recruiting for the position of Administrative Assistant in our Environmental Services Department (Water/Wastewater Division).

Please note: Interviews are tentatively scheduled for Thursday, December 3rd. Please hold this date.

Enjoy GREAT BENEFITS including: the City currently pays the majority of the medical coverage premium for employees (and their dependents) and 100% of the premium for dental and vision coverage. If applicable, the City also offers a $400/month health insurance opt-out option. Additionally, immediate City contribution to deferred compensation, vacation accrual that increases with service, longevity pay, etc. See more in the "Benefits" tab.

DESCRIPTION

Under the general supervision of higher level staff performs a wide variety of administrative and support duties and activities of a general and specialized nature in support of an assigned Division or program area; performs other related duties as assigned.

Examples of Duties

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

• Performs a variety of administrative and support functions for assigned Division, including planning, coordinating, implementing and monitoring various administrative support duties and activities and special projects or programs related to the assigned area or responsibility.
• Composes, prepares, and maintains a variety of reports, logs, letters, memoranda, forms, and other materials related to assigned Division, including reviewing and verifying for completeness and compliance with established regulations and procedures, researches, complies and analyzes information; applies City and program policies and procedures in determining completeness and accuracy of a variety of related documents.
• Maintains 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, including various mandated and compliance related activities.
• Prepares and processes a variety of forms and other documents calling for review of development of data, and the use of administrative support steps requiring knowledge of the program area structure
• Compiles, prepares, and enters data into a computer from various sources; creates and maintains computer based tracking information and reports including assigned databases, records, and lists; creates standard spreadsheets; inputs corrections and updates; verifies data for accuracy and completeness; prepares and queries as needed for compliance and other reporting.
• Assists with assigned budget related activities, including monitoring expenditures against Division budget, processing purchase orders and check requests, receiving payment and processing receipts for registration fees; disburses and reconciles petty cash.
• Serves as liaison between assigned Division and the general public, City staff, and outside groups and agencies; provides information and assistance as appropriate; explains programs, policies, and activities related to specific program area of assignment; Receives and screens visitors, telephone calls, email, and written correspondence providing information and handling issues that may require sensitivity and the use of sound independent judgment; responds to complaints and requests for information relating to assigned responsibilities; refers caller or complaint to appropriate City staff for further assistance as needed or takes or recommends actions to resolve the complaint.
• Creates and maintains accurate and efficient office filing systems (manual and electronic) for various division records; may assist in preparing records and files for storage and/or destruction as appropriate; maintains the security of confidential files as required.
• Orders and maintains assigned division supplies, materials and other related inventory.
• Performs other related duties as assigned.

See job description for full list of duties.

Typical Qualifications and Requirements

EXPERIENCE AND TRAINING

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Equivalent to graduation from high school, with supplemental or specialized training in related administrative or support functions and relevant computer software application programs; and at least one (1) year progressively responsible experience in an administrative support position involving frequent public contact and customer service.

Knowledge of: Applicable codes, regulations, policies, technical processes and procedures related to assigned division; office methods, practices, procedures; modern office equipment, including computer hardware and software necessary for work functions and project tracking, word processing, spreadsheet, database and web design applications; principles and practices of fiscal, statistical, and administrative research techniques, sources of information and methods of data collection and report preparation; English usage, grammar, spelling, vocabulary, and punctuation; principles and practices of records management; techniques for dealing effectively with those contacted in the course of work, both in person and on the telephone.

Ability to: Perform a variety of administrative and support duties and activities of a general and specialized nature in support of an assigned division or program area; understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities; understand interpret and apply general and specific policies and procedures of assigned area; interpret and apply applicable federal, state, and local laws, codes and regulations;

organize and maintain division files and records; compose, prepare, and process a variety of correspondence, reports, forms, and other documents, ensuring accuracy completeness, and compliance with policy and procedure; communicate clearly and effectively orally and in writing; operate a computer, necessary software applications, and other applicable standard office equipment; plan and organize work to meet changing priorities and deadlines; establish and maintain effective and cooperative working relationships with those contacted in the course of work.

Additional Information

OTHER REQUIREMENTS

• A valid California Driver's License.
• A commitment to understand and support diversity and inclusion in the workplace.
• Be willing to attend meetings after normal work hours as necessary.
• Be willing to work extended hours as necessary to complete assigned projects.
• Be willing to travel for trainings and/or meetings.

PHYSICAL REQUIREMENTS

Work is generally performed in an office environment. Must be able to perform the physical aspects of the job, including prolonged sitting, standing, walking, kneeling, squatting and stooping; operating standard office equipment, including a computer; hearing and speech to communicate in person and over the telephone; lift, push, pull, and carry up to 25 lbs.; interact with a diverse range of people.

DISASTER SERVICE WORKER

All City of Arcata employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned and to return to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITY/REASONABLE ACCOMMODATON:

The City of Arcata is an equal opportunity employer and does not discriminate on the basis of race, religion, national origin, ancestry, gender, marital status, sexual orientation, age, disability or on any other non-merit factors in its process of recruitment, selection, promotion or other conditions of employment. In accordance with the Americans With Disabilities Act reasonable efforts will be made during the examination process to accommodate people with special physical or mental requirements. If special accommodations are necessary, please contact the Personnel Department (707-825-2114) prior to the testing date. When indicating you have a special need, one of the following definitions will apply to you. A disabled person is anyone who: (1) has a physical or mental impairment which substantially limits one or more major life activities: i.e., walking, seeing, hearing, speaking, working or learning; or (2) has a record of such impairment; or (3) is regarded as having such an impairment.

• In accordance with the Immigration Reform Act of 1986, the City must verify, once an employment offer has been made, that all persons have written proof of their right to work in the United States.
• All potential City employees must complete a required pre-employment physical examination, receive DOJ fingerprint clearance, and have a satisfactory driving record (if required to drive for city business).

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISIONS CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED.

The City of Arcata is proud to offer the following benefits:

Retirement:

CalPERS Program:

• 2% @ 55 for "CLASSIC" members. Currently, employees pay 8% (7% member rate and 1% of employer rate).
• 2% @ 62 for "NEW" members. Currently, employees pay 7.75% member rate [subject to actuary change annually].

For vacancies filled by a current City of Arcata employee who is already a CalPERS member, the employee will remain at his/her current CalPERS formula. For existing employees who are 2.7% @ 55 members: currently employees pay 9% (8% member rate and 1% of employer rate).

Medical:

The City currently pays the majority of the premium for employee and family for medical, dental, and vision. The City offers a choice of five different CalPERS medical plans: Anthem Blue Cross Traditional HMO, Blue Shield Access + HMO, Western Health HMO, PERS Gold PPO, and PERS Platinum PPO. Employee/dependent contribution is fully paid by the City for dental (Ameritas); and vision (VSP) coverage. City offers $400/mo. health insurance opt out option.

Vacation:

Accrues at 8 hours per month upon employment and increases with time in service.

Sick Leave:

Accrues at 8 hours per month with no limit. 48 hours of Family Illness Leave are also allowed per year and are deducted from employees accrued Sick Leave. This is not accruable.

Family Illness/Bereavement Leave:

An employee may be granted up to 48 hours per year family illness/bereavement leave with pay. This is not accruable.

Holidays:

The City provides 13 fixed holidays per year, in addition to 32 hours floating holidays.

Life Insurance:

The City pays the premium on a $50,000 term life insurance policy for eligible employees.

Longevity Pay:

Employee receives an additional 3% of base pay after 5 years of continuous service; an additional 3% after 10 years; and an additional 3% after 15 years.

Deferred Compensation:

One Deferred Compensation plan available; with City contribution upon employment and increases with time in service.

Other Benefits:

Other benefits include City-paid membership in an Employee Assistance Program (EAP) for the employee and eligible dependents; an education and training reimbursement program; optional participation in supplemental health coverages through AFLAC; optional participation in pre-tax Unreimbursed Medical and Dependent Care Assistance programs; Physical Fitness Reimbursement; Tobacco Cessation and Adoption incentive plans; and free bus service on all routes operated by Humboldt Transit Authority (HTA) for employee and immediate family members.

Although benefits have been reported as accurately as possible, there has been no warranty of complete benefit summary intended. All information provided is subject to the actual terms of the legal documents that control benefit programs.

01

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. This section must be completed. Applications may be rejected if you write, "see resume", "see attached" or anything similar.

• Yes, I understand and agree
• No, I do not agree

02

This position requires extensive contact with City Contractors, Vendors, and City Staff, both in person and on the telephone. Describe your prior experience providing information and customer service such as explaining programs, policies, or activities. In your answer, please include the employers name, your title and length of time performing the work [i.e. months, years].

03

This position requires a high degree of time management and organization for planning, coordinating, implementing, and monitoring various training programs, activities, and other administrative support duties. Please provide examples of your ability to manage time successfully. In your answer, please include the employers name, your title and length of time performing the work [i.e. months, years].

04

This position is responsible for assisting with various department/division accounting/budgeting functions such as reconciling, tracking and posting invoices; monitoring account balances; and preparing and processing requisitions and purchase order/budget adjustments. Describe your experience as it relates to this type of governmental accounting/budgeting functions. In your answer, please include the employer's name, your title and length of time performing the work [i.e. months, years].

05

This position requires efficient organization and computer skills. Please indicate which computer applications used, your level and duration of experience; and details which may demonstrate your scope of experience. A. Database management and report generation B. Spreadsheet management and report generation C. Word processing D. Email E. Desktop publishing F. Website page management

Required Question

Employer City of Arcata

Address 736 F Street

Arcata, California, 95521

Phone 707-825-5953

Website http://www.cityofarcata.org