Management Assistant

Management Assistant The City of San Gabriel is seeking an Management Assistant for our City Clerk Department with strong organizational, customer service, and multi-tasking skills. The ideal candidate will have excellent attention to detail, a willingness to work with all departments, and a commitment to keeping accurate records and accomplishing tasks under pressure and before deadlines on a consistent basis. This position requires keen communication skills to interact with residents, staff at all levels, and council members with great respect and courtesy. The position will appeal to individuals who are inspired by the challenges and opportunities presented in working with a dynamic and fast-paced team. An individual who is committed to serving with humility, can demonstrate emotional intelligence, is creative, and is a decision maker, will be successful in the role. This recruitment may be used to fill Management Assistant positions in other City departments if deemed suitable. Under general supervision, the Management Assistant performs a wide range of moderately complex technical and administrative duties including the implementation of policies, procedures, and work methods; completes assigned functions and programs; serves as a technical resource for an assigned area; and performs other related duties as assigned. The ideal candidate has experience with municipal City Clerk processes including but not limited to records management, agenda process, public records requests, and Laserfiche and associated software. The Management Assistant performs research, administrative, and analytical duties in support of an assigned area. Any combination of experience, education, knowledge, skills, and abilities may be considered. A typical way to obtain knowledge, skills, and abilities would be: Bachelor's degree in business administration, public administration, or a closely related field. Two (2) years or more of increasingly responsible administrative experience, including analytical work. More than one (1) year of work experience in Municipal/Local Government is beneficial. Experience, education, and interest in municipal City Clerk/Board Clerk operations is very beneficial. Ability to obtain a Notary Public License within six months of employment is required. Bilingual in Mandarin/Spanish/Vietnamese is very beneficial. Candidates must complete a City of San Gabriel online application. Applications must be thoroughly prepared and include the following three items as attachments to the online application: (1) cover letter, (2) professional rsum, and (3) copies of all professional certifications required and/or applicable for the position. DO NOT SUBMIT DRIVER'S LICENSE with item #3. Driver's license will be validated upon conditional offer of employment. Exception to a valid driver's license may be made on a case-by-case basis. The application filing period is scheduled to close at 11:59 pm on Sunday, March 15, 2026, or earlier if deemed necessary. Please do not hesitate to apply. The following is the tentative schedule for this recruitment. Please prepare your schedule in advance to accommodate the anticipated recruitment schedule. Note that this schedule may be changed at any time without notice, if deemed necessary. Please call Kimber Gutierrez, Human Resources Management Assistant at (626) 308-2802 or check the posted recruitment bulletin for updates. All exam elements shall be pass/fail, with 70% the minimum passing score. Exam plan may be changed at any time to included other exam elements such as a written, practical, and/or performance exam if deemed necessary. Please regularly check the exam schedule for updates. Candidates receiving a conditional offer of employment from the City for this position shall be required to satisfactorily complete a (1) supplemental application, (2) medical examination and drug screen, (3) Live Scan fingerprint check, (4) work experience and education check, and (5) professional reference check. Unsatisfactory results and/or failure to successfully complete any part of pre-employment processes 1-5 shall void any conditional offer of employment for this position. The City maintains the sole discretion to waive any pre-employment item 1-5 if it is deemed appropriate. Such waivers must be approved by the Director of Human Resources & Risk Management. The examination, selection, and hiring process typically includes the following: Application Screening: All submitted applications will be screened for minimum qualifications. Written Exam: For some positions, a written exam may be administered to help assess applicants for position competency and requirements. Those meeting the minimum qualifications for the position in Step 1 will be invited to a written examination. Typically, the minimum qualifying score on the written exam is 70%. This score may be adjusted depending on the number of examinees, with percentile rankings, average scores and the number of slots available for the oral appraisal interview being used as the basis for adjusting the passing score. Oral Appraisal Interview: Those passing Steps 1 and 2 will be invited to the oral appraisal interview. The oral appraisal interview is an assessment of the candidate's experience and preparation for the position by an impartial panel of subject matter experts. Scores from the oral appraisal interview are typically weighted 100% towards the Eligibility List for the position. Candidates must attain a minimum score of 70% on the oral panel interview to qualify for the Eligibility List. Practical Exam: For some recruitments, a practical exam may be administered. The practical exam is a supplemental examination/evaluation tool that is typically not scored or used for qualifying purposes. Eligibility List: Those attaining a qualifying score on the examination will be placed on the Eligibility List for this position. Candidates on the Eligibility List are deemed qualified for the position and may be called at any time to participate in a selection interview with the hiring department to fill a vacancy in this position. For more information on Eligibility List requirements, please see Rule VIII of the City's Civil Services Rules. Selection Interview: Candidates on the Eligibility List may be called at any time to participate in a selection interview with the Department to fill an immediate and/or anticipated vacancy in the position classification. A selection interview does not guarantee an offer of employment and the Department is not obligated to hire any candidate invited to a selection interview. Pre-Employment Process: Upon a conditional offer of employment, which requires the successful completion of a selection interview and recommendation to hire from the Department, candidates shall be required to satisfactorily complete the pre-employment process. The pre-employment process consists of (1) supplemental application, (2) medical examination, (3) fingerprint background check, (4) work experience and education verification, and (5) professional reference check. Some position classifications may also require a comprehensive background check (e.g., POST Background) and drug screening as part of the pre-employment process. Failure to successfully complete any part of the pre-employment process shall void any conditional offer of employment. The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions contained in this bulletin may be modified or revoked without notice. Applicants with legal disabilities, who require special testing accommodations, must contact the City of San Gabriel Human Resources Department at least five days prior to the examination date. All qualified candidates are encouraged to apply; the City of San Gabriel is an Equal Opportunity Employer.

Created: 2026-03-04