Administrative Assistant

City of St. Helena , California

Job Information 


Public Works

Mid Level


$55,077.00 - $66,947.00 Annually

Application Deadline 

09/28/2020 at 5:00 PM or 100 Applicatants

09/28/2020 05:00 PM PDT

Recruitment Type 

Open Competitive


The City of St. Helena has an exciting opportunity to fill a full-time position in the Public Works Department.  This is a great opportunity to become part of a team of dedicated individuals that take pride in serving the local community.

The Public Works Administrative Assistant receives general supervision from administrative and/or management staff. May exercise technical and functional supervision over assigned office support staff. 

Examples of Duties: (include but are not limited to the following)

  • Performs a wide variety of routine and complex office, clerical and administrative support tasks and duties, including organizing and coordinating work; sets priorities and meets deadlines; performs a variety of office administrative tasks.
  • Demonstrates an understanding of applicable policies, procedures and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate; resolves complaints in an efficient and timely manner; receives visitors and telephone calls, directing them to the appropriate information source; represents the City to all callers and visitors in a professional and customer friendly manner; assists the public in filling out application forms, supplying information concerning fees, permits, legal requirements, procedures and services provided by City departments.
  • Uses computers to enter, prepare and proofread drafts, labels, forms, envelopes and a variety of documents, including general correspondence, reports, memos, fliers and statistical charts from rough drafts, recordings or verbal instructions; operates other automated office equipment; types drafts and a wide variety of finished documents from recording devices, notes, brief written or oral instructions; compiles and maintains records and prepares reports, manuals and publications; prepares, posts and distributes agenda materials, draft reports, project management documents, resolutions, ordinances and applications; performs basic contract management including assisting in drafting and monitoring contracts; inputs, retrieves and references various computer data management systems such as permit tracking systems and map inventories; attends meetings and records and transcribes minutes.
  • Receives and processes fees, fines or other money; prepares receipts and balances money received.
  • Organizes and coordinates work; sets priorities and meets deadlines; orders office and other various supplies.
  • Assists with code enforcement for weed abatement, sends letters for non-compliance, and follows up with non-compliance issues; assists with follow up to code violations.
  • Schedules meetings and appointments; arranges for City buildings, street lights, water systems and other maintenance and repair needs; schedules events and inspections; arranges travel to meetings and conferences.
  • Assists with a variety of programs, presentations and trainings; prepares advertising and announcement materials; acts as primary source of data and information for assigned department and programs.
  • Assists with research and/or data gathering activities; reviews and interprets data and prepares reports with recommendations. 
  • Picks up, sorts and distributes mail received by departmental staff; attends various meetings, including Planning Commission, and other special meetings; assists with the preparation of packets for various meetings.
  • Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.
  • Will assist the department is issuing Public Works permits.

Knowledge, Abilities, and Skills: 

Knowledge of:

Standard office and administrative policies and procedures; City codes and ordinances, including zoning, alcohol and building permit requirements; depending on assignment, knowledge of accounting, clerical, construction, legal and computer terminology may be required; basic principles of mathematics; applicable federal, state and local laws, codes and regulations; methods and techniques of scheduling  work assignments; methods and techniques for record keeping and report preparation and writing; proper English, spelling and grammar; occupational hazards and standard safety practices; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

Provide general clerical support to a specialized work unit; read, understand and review documents for accuracy and relevant information; use applicable office terminology, forms, documents and procedures in the course of work; read, understand and explain plans, maps, aerial photos, drawing, reports, applications, construction documents and specifications; learn the policies, procedures and guidelines of the department to which assigned in a timely manner; maintain accurate office files; make accurate arithmetic calculations in the receipt of moneys; compose correspondence or documents; meet critical deadlines; deal successfully with the public, in person and over the phone; courteously respond to community issues, concerns and needs; attend evening meetings as required; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes and regulations; read, interpret and record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze complex issues, and develop and implement appropriate responses; follow written and oral directions; observe safety principles and work in a safe manner; exercise excellent customer service in dealing with the public and other City staff; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work.

Skill to:

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Public Works Administrative Assistant.  A typical way of obtaining the required qualifications is graduation from High School or possession of a GED , eighteen months of general clerical experience involving extensive customer service, with direct experience in a Public Works function such as recruitment, job safety, compensation and benefits, or training and development.


Possession of, or the ability to obtain, a valid class C California driver’s license.

Job Description URL:

Job PDF: 

PDF icon 09.08.2020 Public Works Administrative Assistant.pdf

Ideal Candidate 

Distinguishing Characteristics:  the Public Works Administrative Assistant is the full working level classification in which incumbents are expected to independently perform the full scope of assigned duties. Incumbents perform a full range of office and administrative support duties, including lead responsibilities over assigned staff, organization and coordination of work load, maintenance of a calendar, scheduling of appointments, preparation of reports, project management documentation, permit and license issuance, agenda materials, resolutions, and ordinances.


  • CalPERS defined benefit retirement: 2.0% at 60 formula for current members; 2.0% at 62 for new members. The employee is responsible for payment of the employee share of the pension cost. *City employees also participate in the Social Security system.
  • City-paid health, dental and vision insurance coverage for employee and dependents. 
  • Vacation accrues at varying rates for full-time employees.  The beginning accrual rate is generally ten working days per year, increasing with tenure.
  • Twelve holidays annually.
  • Two personal convenience days per year (increases to five day after five years).
  • Sick leave (twelve days per year).
  • Life Insurance - $25,000
  • Deferred Compensation Plan - up to $50 month City match.
  • Dependent Care program.
  • Employee Assistance program.
  • Bereavement Pay - 3 days in state/5 days out of state\
  • Longevity Pay (beginning with the 5th year of employment)
  • Bilingual Pay (Spanish) up to 5% (2.5% for verbal fluency, 2.5% for written fluency)

*St. Helena Miscellaneous Employees have agreed to a one-year 5% salary reduction through a 13-day unpaid furlough for Fiscal Year 2020-21, deferred compensation match has been suspended for FY 2020-21, and step increases have been suspended for FY 2020-21. 


Special Instructions 

Application Deadline: 

Open Until Filled

First Review: Monday, September28, 2020

Tentative Interview Date: Thursday, October 22, 2020

Application and Selection Procedure:

To apply please go to to submit the following:

  • City application form
  • Supplemental Questionnaire
  • Cover Letter
  • Detailed resume

Please note: you will complete the application and supplemental questionnaire with the application process on and will upload your resume and cover letter. Failure to submit all four required documents will be considered an incomplete application and will not be considered for this position.

All resumes will be reviewed to select those applicants whose training and experience most closely match the requirements of this position.  A limited number of qualified applicants possessing the most desirable qualifications may be invited to participate in the subsequent phase of the evaluation process which may include interviews, written exercises, or simulated work problems. Note: Meeting the minimum qualifications does not guarantee advancement in the selection process.

Recruitment Contact

Contact phone: 


Contact email:


No location specified