Management Assistant

Salary : $77,076.00 - $93,684.00 Annually Location : San Gabriel City Hall Job Type: Full-Time Department: City Clerk Division: Administration Opening Date: 02/17/2026 Closing Date: 3/15/2026 11:59 PM Pacific FLSA: Non-Exempt Description Founded in 1771, San Gabriel is located 10 miles northeast of Los Angeles and is the birthplace of the greater metropolitan region. Today, San Gabriel is a burgeoning community of 40,000 with several neighborhoods of aesthetic and historical significance, outstanding schools, and excellent public amenities. The heart of San Gabriel is its Mission District, a culturally rich and historic center that blends the charm of early California with a modern-progressive experience. The Mission District is home to the San Gabriel Mission and Mission Playhouse and host of several festivals and events that attract patrons from all over the region, including the annual Dumpling & Beer Festival and Lunar New Year Festival. All of this and much more make San Gabriel a great place to live, work, and play. THE POSITION 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. SUMMARY OF POSITION DUTIES 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. This class differs from a Management Analyst in that the incumbent performs more routine analytical work and exercises less independent discretion and judgment on matters related to work procedures and methods. Examples of Duties For more detailed information regarding the job duties and minimum requirements for this position, please click the link below for the Management Assistant class specification. Typical Qualifications 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. Supplemental Information APPLICATION INSTRUCTIONS 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 résumé, 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. APPLICATION FILING DEADLINE 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. RECRUITMENT SCHEDULE (TENTATIVE) 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. Application Filing PeriodFebruary 17 - March 15, 2026Written ExamWeek of March 23 or March 30, 2026 Panel Interview ExamWeek of April 6 or April 13, 2026Selection InterviewsWeek of April 20, 2026Pre-Employment ProcessApproximately 6-8 weeksTarget Start DateJune 8, 2026 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. PRE-EMPLOYMENT REQUIREMENTS 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. GENERAL EXAMINATION, SELECTION & HIRING PROCESS 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. DISCLAIMER 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. EQUAL EMPLOYMENT OPPORTUNITY All qualified candidates are encouraged to apply; the City of San Gabriel is an Equal Opportunity Employer. HUMAN RESOURCES DEPARTMENT San Gabriel City Hall Phone: (626) 308-2802 425 S. Mission Drive Email: San Gabriel, CA 91776 Web: This position classification is provided a generaous benefits package for full-time members including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. For more detailed information regarding the City's benefit offerings, please click here: The following provides a summary of the main benefits provided to this position: Health Benefits: City paid contribution of up to $1,700 per month toward medical, dental and vision insurance premiums. City offers a choice of multiple medical plans (HMOs and PPOs through CalPERS), two dental plans (Delta HMO and Delta PPO), and VSP vision. Employee may opt-out of the City's medical plan with proof of group coverage elsewhere. 457 Deferred Compensation Matching Benefit: City provides a matching contribution of up to $100 per month to a 457 plan for participating employees. The matching contribution requires the employee to be actively enrolled and contributing to the plan. Education Premium Pay: Employees in this classification who have an associate, bachelor, or master's degree from a USDE accredited college or university shall be eligible for premium education pay. Premium education is non-cumulative and shall be provided as follows: Associate's Degree....... $100/month Bachelor's Degree....... $200/month Master's Degree.......... $300/month Tuition Reimbursement: City provides annual reimbursement of tuition for degree coursework at an accredited college or university in an amount not to exceed the semester tuition rate at California State University - Los Angeles. Long Term Disability (LTD): City paid LTD insurance. Life Insurance: City paid life insurance coverage for 100% of annual salary. Employee Assistance Programs (EAP): City paid EAP for employees and eligible family members. Bilingual Pay: $100 per month for employees who qualify and pass a proficiency examination in a second language such as Cantonese, Mandarin, Vietnamese, or Spanish. Bilingual pay must be deemed appropriate for the position and approved by the city. Supplemental Insurance: City provides employees with supplemental insurance options through Colonial. Enrollment is optional and all premiums are covered by the employee through payroll deduction. The City does not make a contribution towards supplemental insurance premiums. Paid Leaves: Vacation: Accrue 80 hours of vacation leave per year to start. Annual accrual rate increases up to 160 hours per year pursuant to the authorized vacation accrual schedule. Sick: Accrue 96 hours of sick leave per year. Holiday: 96 hours of paid holiday per year. Floating Holiday: 16 hours of floating holiday per year (pro rata). Annual Leave Cash-Out Options: Sick Leave Buy Back: Option to cash-out up to 50% of unused sick leave accrued in the preceding 12-month period (cash-out occurs in November of each year). Vacation Buy Back: Option to cash-out of up to 40 hours of unused vacation leave per year (cash-out occurs in November of each year). Holiday Buy Back: May cash-out up to 8 hours of unused holiday per year (cash-out occurs in January of each year). Alternative Work Schedule: Pursuant to the City's alternative work schedule policy, an alternative 9/80 work schedule may be allowed depending on the City's needs, nature of the position, and employee performance. Uniform Allowance: Non-safety uniformed personnel shall be provided with an annual uniform allowance of $1,000. Uniformed maintenance personnel recieve uniform service, and therefore, are excluded from this provision. Allowance is distributed on an annual basis in January. Remote Work: Pursuant to the City's remote work policy, some regularly scheduled remote work may be allowed depending on the City's needs, nature of the position, and employee performance. Remote work is not allowed during the probationary period. 01 The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be honest and accurate in your application. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.Lastly, please be clear, cogent, organized, detailed, and responsive in your application and attachments. Applications lacking clarity, correct grammar/spelling, organization, and overall execution will be rejected. Yes, I understand and agree No, I do not agree 02 What is your highest level of education completed? High School Diploma or GED Associate's Degree Bachelor's Degree Master's Degree or Graduate Degree equivalent (e.g., Juris Doctorate). 03 As it pertains to your highest level of education completed, what is your major field of study? General Education Public Administration Communication Business Administration Other 04 Can you speak a second language (other than English) fluently? Yes No 05 If you answered "Yes" to the previous question, please select the second language you can speak most fluently from the list below. If your second language is not listed below, please select "Other." If you answered "No" to the previous question, please select "N/A." Cantonese Mandarin Vietnamese Spanish Other N/A 06 Please indicate the level of fluency you have in the second language you selected in the previous question. If you answered "N/A" to the previous question, please select "N/A". Highly Fluent - can speak, read, write, and interpret the second language with high fluency. Fluent - can speak and interpret in the second language without assistance. Fairly Fluent - can speak and interpret basic words and phrases in the second language but sometimes need assistance. N/A 07 Please indicate the total combined number of years' experience you have working as an Executive Assistant, Administrative Assistant, Record Keeper, Clerk, and/or Management Assistant. 0 - 1 year of experience. 1 - 2 years of experience. 2 - 3 years of experience. 3 - 5 years of experience. More than 5 years of experience. Required Question

Created: 2026-03-04