Executive Administrative Assistant, Human Resources and Library Services

Executive Administrative Assistant, Human Resources and Library Services

Salary

$38.44 - $46.73 Hourly

Location

City Hall, Santa Clarita, CA

Job Type

Regular Full-time

Job Number

2026-07

Department

Human Resources and Library Services

Division

Human Resources

Opening Date

07/09/2026

Closing Date

Continuous

• Description
• Benefits
• Questions

Description/Duties and Responsibilities

This position is responsible for performing highly complex office, clerical, and administrative support tasks, as well as special projects, in support of the Director of Human Resources and Library Services and the department staff.

DUTIES AND RESPONSIBILITIES:

• Provides complex administrative support to the Director, Management Analyst, and division staff by anticipating operational needs and proactively preparing agendas, briefing materials, reports, presentations, and supporting documentation for meetings, projects, and key initiatives
• Supervises and mentors department support staff by coordinating trainings, delegating tasks, and addressing performance-related matters to ensure high-quality, consistent work that meets City standards
• Acts as a key liaison for departmental initiatives, coordinating the flow of information, materials, and action items to support timely completion and effective collaboration
• Manages complex calendars while anticipating potential issues and scheduling conflicts, and collaborates with staff to implement solutions before they impact departmental operations
• Composes, edits, and proofreads letters, memos, evaluations, City Council agenda reports, and other documents to ensure accuracy, completeness, and compliance with City standards
• Tracks assignments, projects, and follow-up items on behalf of the Director to ensure timely completion and accountability
• Researches, compiles, and organizes data for projects and reports; develops and maintains tracking systems for recurring meetings, employee schedules, agenda deadlines, and monthly communications; maintains office files and retention schedules
• Exercises independent judgment in managing administrative priorities, determining appropriate courses of action, and keeping the Director informed of significant issues and developments when appropriate
• Coordinates departmental projects and initiatives by developing timelines, tracking progress, coordinating follow-up with assigned staff, and proactively communicating project status to the Director and Management Analyst
• Assists internal and external customers with inquiries regarding City policies, procedures, and functions; responds to and resolves customer concerns in a professional and timely manner
• Coordinates logistics for Director and department meetings, purchases supplies, prepares event materials, and performs setup for department functions
• Coordinates detailed travel arrangements by managing all travel logistics, confirming itineraries, and ensuring all information is accurate, complete, and communicated in advance
• Reviews and processes invoices for payment; monitors and reconciles operational expenditures; assists with the development and maintenance of the division budget
• Proactively identifies opportunities to improve administrative processes and workflows; develops and maintains systems to organize information, monitor departmental activities, and implement solutions that increase operational efficiency
• Coordinates and develops positive working relationships among divisions, departments, outside agencies, and staff to ensure projects and initiatives remain on schedule
• Collaborates with Citywide support staff on special projects and other related initiatives
• Performs other duties and special projects as assigned

Education and Experience

• High School Diploma or G.E.D. equivalent
• Four years of professional clerical experience in a fast-paced, professional environment, supporting an executive-level position
• Bachelor's Degree is highly desirable
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
• A valid Class C driver license or the ability to utilize an alternative method of transportation to carry out job-related functions

Knowledge and Abilities

• Knowledge of and ability to apply advanced office practices and procedures, including records management, document tracking, filing systems, and office technology
• Ability to proactively anticipate executive needs by preparing information, materials, and resources to support department meetings, projects, and initiatives
• Knowledge and understanding of English grammar and composition, and the ability to compose documents as well as review and edit documents for accuracy and relevance
• Knowledge and understanding of the City's policies, procedures, functions, services, and philosophies
• Ability to develop, maintain, and utilize tracking systems to monitor financial data, project milestones, commitments, and follow-up actions to support accountability and timely completion of department priorities
• Ability to analyze complex issues and interpret, explain, and apply applicable policies, laws, codes, ordinances, and regulations
• Ability to anticipate the needs of the department, administrative, and organizational needs; proactively develop solutions and prepare resources to support effective operations and priorities
• Ability to demonstrate initiative and sound judgment by identifying opportunities to streamline processes, improve efficiency, and implement solutions that enhance departmental operations
• Ability to appropriately handle sensitive information using professional judgment and confidentiality
• Ability to collaborate as an integral member of the department's leadership team by maintaining awareness of priorities, anticipating workload needs, and proactively supporting the coordination and timely completion of projects and initiatives
• Ability to independently prioritize and manage multiple assignments, monitor competing deadlines, adapt to shifting priorities, and proactively ensure projects and tasks are completed in a timely manner without frequent reminders
• Ability to think critically, identify potential challenges or obstacles, and proactively recommend solutions before problems arise
• Ability to independently manage assignments and projects by anticipating next steps, coordinating follow-up activities, and ensuring timely completion with minimal supervision
• Ability to work independently as well as collaborate as part of a team; ability to exercise sound judgment in determining when to act independently and when to elevate issues for management review
• Ability to lead, mentor, and train other administrative staff in the department
• Ability to establish and maintain strong, effective working relationships with other divisions, departments, outside agencies, and staff to effectively coordinate activities, address concerns, and ensure timely completion of projects and initiatives
• Ability to interpret, explain, and apply applicable federal and state laws and City rules and policies as they pertain to general human resources administration
• Ability to provide excellent customer service to both internal and external customers and effectively resolve conflicts
• Ability to communicate clearly, concisely, and effectively both verbally and in writing, and ability to understand and carry out verbal and written instructions
• Strong computer skills, specifically, using Word, Excel, Smartsheet, and Outlook
• Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds

Additional Information

This position will remain open until filled. The first review of applications will be on Thursday, July 23, 2026.

An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.

All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.

As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code §§ 3100-3109). Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California

Constitution, declaring them to be Disaster Service Workers in time of need.

Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.

For more information and to apply online please visit www.santaclarita.gov.

The City of Santa Clarita is an Equal Opportunity Employer

The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.

01

Do you have a High School Diploma or G.E.D. equivalent? (Proof will be required prior to job offer.)

02

Do you possess at least four years of professional clerical experience in a fast-paced, professional environment, supporting an executive-level position? If so, please describe the position(s) you supported, the number of executives you supported, and your primary responsibilities.

03

Describe your experience handling confidential or sensitive information. What types of information did you manage, and how did you ensure confidentiality and professionalism?

04

What interests you most about this position?

Required Question

Employer City of Santa Clarita

Address 23920 Valencia Blvd Ste. 110

Santa Clarita, California, 91355

Phone (661) 284-1418

Website https://www.santa-clarita.com/hr