Administrative Coordinator

Administrative Coordinator

The City of La Mesa is seeking a highly organized and experienced Administrative Coordinator to play a key role in supporting the day-to-day operations of the Community Development Department. This position goes beyond basic administrative duties you'll help drive efficiency, coordinate across teams, contribute to process improvement efforts, and act as a critical liaison between departments, external agencies, and the public.

If you're someone who has a problem-solving mindset, keeps multiple priorities on track, and can contribute to an efficient, high-performing team this is the role for you.

The ideal candidate will be a proactive, detail-driven administrative professional with a passion for keeping operations running smoothly. With a proven track record of handling complex tasks, supporting leadership, and improving workflows, the incumbent will thrive in a fast-paced environment where no two days are the same.

Applications will be accepted for the first 200 submissions only, so we encourage you to apply promptly.

Key Responsibilities

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and / or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Perform a wide variety of complex, responsible duties for an administrator; relieve supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administration problems.
• Serve as primary contact and liaison for assigned functions and programs with other City staff, the general public, and outside agencies and organizations.
• Maintain a calendar of activities, meetings and various events for the assigned staff; coordinate activities with other City departments, the public and outside agencies; coordinate and process staff travel arrangements.
• As assigned, participate in supervising and reviewing the work of office staff responsible for providing clerical tasks in support of assigned unit or program; assist in the prioritization of work assignments for clerical coworkers; provide training as necessary.
• Perform a wide variety of complex clerical duties associated with automated and manual record keeping and administrative support systems; review transactions and records in order to determine adequacy and accuracy of content and appropriate procedures to follow.
• Prepare, document and schedule personnel actions as assigned; receive time cards and other personnel information; review information for accuracy and completeness; prepare payroll.
• Monitor department budget and expenditures including reviewing and processing purchase requisitions and purchase orders; monitor approved budget accounts; recommend modifications or adjustments as appropriate.
• Screen calls, visitors and mail; respond to sensitive requests for information and assistance; provide information and assistance; research information related to City regulations and departmental policies; assist the public and other City staff in interpreting and applying City policies, procedures, codes and ordinances.
• Type and proofread a wide variety of reports, letters, memoranda, correspondence and statistical charts; type from rough draft, verbal instruction or transcribing machine; independently compose correspondence related to assigned area of responsibility.
• Serve as recording secretary to assigned board and commissions; perform a wide variety of responsible, confidential and complex duties related to the recording, preparation, transcription and maintenance of records and documents.
• Coordinate and participate in the preparation and processing of agendas and agenda items; ensure staff reports are typed and agenda packets are complete; coordinate the duplication, collation and distribution of agenda packets.
• Perform related duties as required.

Special Requirement : Due to responsibilities associated with attendance at board and / or commission meetings, this position will be required to work extended hours, including evenings, on those days.

Minimum Qualifications

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

Examination Process

Interested applicants must submit an online application, cover letter, resume and supplemental questionnaire. Only those candidates whose qualifications most closely meet the needs of the City will be invited to participate in the examination process. The examination process may consist of any or all of the following components : written examination, oral interview, and / or practical skills evaluation.

Employment is contingent upon successful completion of a pre-employment background (Livescan) and employment verification. Recruitment closes : Wednesday, October 15, 2025, 11 : 59 p.m. Interview panel : week of 10 / 27 / 2025. Please note, all dates and / or timeframes are subject to change.