Administrative Assistant

Administrative Assistant

The City of Malibu is seeking a highly organized, detail-oriented, and Administrative Assistant to fill a vacancy in the City Clerk's Office. The Administrative Assistant will provide comprehensive administrative support within a dynamic and fast-paced City Clerk's Office. This position plays a key role in managing daily operations, supporting the City Council and boards and commissions, coordinating schedules, and ensuring the smooth execution of administrative tasks and special projects. Must have strong organizational and time management skills, with the ability to manage multiple priorities independently. The ideal candidate must demonstrate an understanding of municipal operations and public agency administration. This individual thrives in a fast-paced environment, handles sensitive information with discretion, and delivers exceptional customer service while supporting department goals and city-wide initiatives. Knowledge of applicable state laws, including the Public Records Act and Brown Act, is essential.

Representative Sample of Key Duties :

• Coordinate and carry out administrative assignments and department-specific special projects
• Perform advanced-level clerical tasks including record keeping, data verification, and resolving discrepancies
• Assist with processing and responding to Public Records Act Requests, including locating records and coordinating with other departments
• Manage complex calendars and coordinate meetings involving City management, council, commissions, and outside agencies
• Provide support for City Council, commissions, or committees, including preparing agendas, minutes, and follow-up documentation
• Arrange in-person and virtual meetings, prepare meeting materials, and coordinate logistics
• Support budget tracking, processing invoices, bills, and financial documentation accurately
• Draft, edit, and proofread correspondence, reports, and specialized documentsoften of a confidential nature
• Assist with research projects and prepare related reports, permits, or technical documentation
• Respond to public inquiries and provide information with professionalism, tact, and sound judgment
• Maintain organized, confidential files and records; purge and archive materials as needed
• Ensure compliance with City policies, safety standards, and department procedures

Typical Qualifications :

Education and Experience :

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 :

Education : Equivalent to completion of the twelfth (12th) grade, supplemented by college-level coursework or technical training in office management, business administration, or related field.

Experience : Three (3) years of responsible office administrative and / or clerical experience.

Licenses and Certifications : None.

Knowledge of : Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions City-wide as well as departmental and divisional administrative procedures, practices, and principles Principles and practices of research, data collection, and report preparation Business letter writing and the standard format for reports and correspondence Records management principles and practices Business arithmetic and basic statistical techniques Appropriate reception and telephone etiquette. Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility City and mandated safety rules, regulations and protocols Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed

Ability to : Provide varied, confidential, and responsible clerical and office administrative work Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests / interruptions Analyze and resolve office administrative and procedural concerns Perform research and prepare reports and recommendations Compose correspondence and reports independently or from brief instructions Establish and maintain records management system for the assigned department Make accurate arithmetic and statistical calculations Take a proactive approach to customer service issues Make process improvement changes to streamline procedures Take notes rapidly and accurately transcribe own notes Maintain a variety of filing, recordkeeping, and tracking systems. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed Prepare clear and concise reports, correspondence, documentation, and other written materials Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks