Administrative Specialist

Administrative Specialist

Salary

$66,636.75 - $79,143.58 Annually

Location

City of Pasadena, CA

Job Type

Full -Time

Job Number

27-043

Department

Public Health

Division

Health Administration

Opening Date

10/01/2026

Closing Date

10/15/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Please note that applications will only be accepted Thursday, October 8, 2026 at 9:00 A.M., through Thursday, October 15, 2026.

The City of Pasadena is seeking skilled and passionate Administrative Specialists to join our team. In this role, you will perform a variety of financial management tasks, including complex payroll and procurement functions, while providing essential administrative support to management across multiple departments. This is an excellent opportunity for detail-oriented professionals who thrive in a collaborative, fast-paced public service environment.

IDEAL CANDIDATE

The ideal candidate will possess prior payroll experience, preferably in a public agency, with familiarity in interpreting various Memoranda of Understanding (MOU) provisions related to employee compensation and benefits. The Administrative Specialist will perform complex analytical, administrative, and financial management processes, as well as provide administrative support, collaborate with management and professional staff, and support purchasing and accounts payable functions. Some of the administrative functions include grant-funded initiatives.

Must type 45 net words per minute with 95% accuracy. Please note that qualified applicants will be invited to take an online typing test administered by the City. Applicants that do not receive a passing score on the online typing test will not be considered for further consideration. Please do not attach a typing certificate to your application. Current City of Pasadena employees who hold a position that requires the same or more words per minute are not required to take the online typing test. Employees are responsible for verifying the typing requirement for their current classification.

Please note: This examination is authorized as Promotional and Open Competitive, with the promotional eligibility list taking precedence.

Essential Functions

The major responsibilities of this position are listed below. For more detailed information, please review the Administrative Specialist job description.

• Reviews payroll/personnel transactions and makes necessary corrections; reviews the more difficult and complex payroll transactions for compliance with MOU provisions and City and department policy and procedures; calculates and reconciles employee time accruals; reviews for accuracy and approves time rolls; completes and processes personnel action forms for the department, including new-hire offer letters and forms, changes of status, changes in benefits and salary, and application of bilingual and skill pay.
• Performs accounting, statistical, and financial recordkeeping duties; receives, analyzes and approves for payment routine to complex requisitions/purchase orders and vendor invoices; creates records and codes and inputs data into departmental and City tracking systems and databases; prepares and processes requisitions and purchase orders; validates invoices against contract terms; calculates budget usage and account percentages and tracks multiple funding sources; assists in budget tracking and forecasting; responds to questions regarding accounting policies and procedures and the status of specific vendor payments; monitors and tracks petty cash and purchase cards.
• Oversee the departments application of personnel regulations and procedures, Memoranda of Understanding (MOUs) as they apply to areas of assigned responsibilities; develops and supervises the maintenance of employee personnel files and databases for the department; oversees completion of workers compensation and leave of absence paperwork.
• Acts in a liaison capacity for employees with the Human Resources and Finance departments; serves as a source of information to employees regarding provisions of the Citys benefits plans, MOU provisions and City and department policy and procedures; researches and resolves personnel and payroll-related issues; trains department employees on new personnel policies, procedures and programs.
• Research, compiles, and prepares statistical records and reports; prepares position control and vacancy reports; prepares salary/overtime analysis; performs routine budget, cost-benefit and other types of financial analysis.
• Adapts quickly to changing technology platforms used daily for timekeeping, workers compensation, staff onboarding, financial and personnel management, etc.
• Serves as back-up for administrative duties as needed.
• Performs related duties as assigned.

Qualification Guidelines

COMPETENCIES

The following list represents the core competencies needed for success in this position.

• Action & Results Focus - Initiating tasks and focusing on accomplishment.
• Adaptability - Responding positively to change and modifying behavior as the situation requires.
• Critical Thinking - Analytically and logically evaluating information, propositions, and claims.
• Customer Focus - Attending to the needs and expectations of customers.
• Self-Management - Showing personal organization, self-discipline, and dependability.
• Fact Finding - Obtaining facts and data pertaining to an issue or question.
• Teamwork - Collaborating with others to achieve shared goals.

EDUCATION AND EXPERIENCE

Minimum Qualifications:

• Graduation from an accredited two-year college with an Associates degree in administration, accounting, personnel management or another relevant field; and
• Five (5) years of progressively responsible experience in administrative, financial, or clerical support or equivalent combination of training and experience.

Desirable Qualifications:

• Knowledge of basic accounting, human resources, and payroll terminology
• Tyler Munis software experience
• Proficient with Microsoft Excel

SELECTION PROCESS

The selection process will consist of an evaluation of training and experience and the most highly qualified candidates will be invited to participate in an online typing test, a written examination, and then a selection interview with the department.

VACANCY INFORMATION

There are currently three full-time vacancies in the City:

One vacancy in the Public Health Department

One vacancy in the City Clerks Office

One vacancy in the Pasadena Water and Power

The resulting eligibility list from this recruitment may be used to fill this vacancy and similar vacancies in the future.

Candidates selected for this position are subject to a one-year probationary work period.

Special Requirements

Must possess a valid California Class C drivers license and comply with the Citys Motor Vehicle Safety Policy during the course of employment.

Type net 45 words per minute with 95% accuracy or above.

Retirement:

The City of Pasadena contracts with the California Public Employees' Retirement System (CalPERS) to offer a defined benefits program for eligible employees.

"New" CalPERS members are subject to the provisions of the Public Employees' Pension Reform Act of 2013 (PEPRA) and receive the following benefit formula: 2% at 62

"Classic" members of CalPERS receive the following benefit formula: 2.5% at 55

Deferred Compensation:

The City offers a 457(b) deferred compensation plan to help employees save for their retirement and supplement their CalPERS pension. Employees can defer salary with pre-tax or Roth after-tax deductions.

Health Insurance: *

The City contracts with CalPERS to offer several comprehensive health plans that include Health Maintenance Organization (HMO) plans and Preferred Provider Organization (PPO).

Other Benefits include: *

• Dental Insurance (HMO and PPO plans offered)
• Paid leave (holidays, sick leave, vacation leave)
• City-paid Life insurance
• Voluntary vision, life, accident, critical illness and long- term disability insurance
• Medical & Dependent Care Flexible Spending Accounts
• Free Employee Assistance Program
• Employees participate and pay into EDD's state disability insurance/paid family leave program
• These benefits may vary for employees whose FTE is less than .75 or work less than 30 hours per week.

01

To further assist us with reviewing your qualifications, please answer the following questions. Please complete all sections of this form truthfully and completely. Your responses will be validated if you are considered one of the most qualified applicants. Please enter your initials to reflect that you have read and understand this statement:

02

Please note: A resume may NOT be submitted in lieu of a completed employment application, and a "see resume" response is not acceptable. You may attach a copy of your resume, but your employment history and other qualifications will only be considered from your application. Check the "yes" box to acknowledge this.

• Yes
• No

03

What is your highest level of education achieved?

• High school diploma
• Some college
• Associates degree
• Bachelors degree
• Masters or other advanced degree

04

What best describes your years of progressively responsible experience in an administrative, financial, or clerical support role?

• No experience
• Less than 3 years of experience
• 3 years of experience
• 4 years of experience
• 5 years of experience
• 6 years of experience
• 7 years of experience
• 8 years of experience
• 9 or more years of experience

05

In 200 words or less describe your experience performing complex clerical or analytical duties or projects youve worked on. Include your specific role, the project details, the outcome, etc. Enter N/A if you do not have experience.

06

Do you possess public sector payroll experience?

• Yes
• No

07

In 200 words or less, describe the complexity of the payroll process you have maintained (i.e. multiple shifts, overtime/premium pay, MOU interpretation, etc.). Please include your title, name of employer, dates of employment, and the number of employees in that agency. Enter N/A if you do not have experience.

08

Have you ever worked with Tyler Munis software?

• Yes
• No

09

In 200 words or less describe your experience using Tyler Munis. Enter N/A if you do not have experience.

10

Please check the box that indicates your level of proficiency utilizing Microsoft Excel

• Have not used
• Limited: Occasionally use the program
• Average: Regular user of basic functions
• Proficient: Frequently use advanced functions

11

Are you a current City of Pasadena employee who holds a position that has a typing requirement of 45 words per minute or more?

• Yes
• No

12

If you answered yes to question #11, please indicate your current position with the City of Pasadena and the typing speed requirement for that position. (If not, please respond "N/A")

Required Question

Employer City of Pasadena

Address 100 N. Garfield Ave., Rm S135

P. O. Box 7115

Pasadena, California, 91109-7215

Phone (626) 744-4366

(626) 744-4366

Website http://www.cityofpasadena.net/humanresources