Senior Administrative Assistant

Salary : $58,105.44 - $74,158.91 Annually Location : City Hall - 460 North Euclid Ave Upland, CA Job Type: Full Time Job Number: 2614 Department: Public Works Department Opening Date: 03/05/2026 Closing Date: 3/20/2026 11:59 PM Pacific JOIN #TEAMUPLAND ESSENTIAL DUTIES AND RESPONSIBILITIES Why Join Us? We offer a supportive and engaging work environment where your administrative expertise will be highly valued. This role is an excellent opportunity to work closely with leadership and make a real impact on the success of our team. If you're someone who thrives in a fast-paced environment and enjoys a diverse set of responsibilities, we'd love to hear from you! Data Management: Organizes and maintains division spreadsheets and databases, using data for research and management reports. Administrative Support: Manages the division manager's calendar, schedules meetings, arranges travel, and coordinates communications between divisions. Customer Interaction: Addresses inquiries, schedules appointments, coordinates with vendors, contractors, and other agencies. Budget Management: Prepares budget worksheets, tracks division accounts, monitors assets, processes purchase orders, and coordinates the procurement of supplies. Document Preparation: Composes, edits, and processes various documents including reports, correspondence, and legal statements. Data Collection: Prepares surveys, conducts studies, and recommends actions based on findings. Payroll and Filing: Manages time and attendance records, maintains files, and verifies adjustments. Contract Administration: Oversees contract payments, manages invoices, petty cash, and prepares reconciliation forms. Committee Support: Acts as liaison to commissions, prepares agendas, takes minutes, researches items, and represents the division in meetings. Compliance: Ensures adherence to safety rules and regulations. Other Duties: Performs additional tasks as assigned. QUALIFICATION GUIDELINES Do you possess the following skills that will make you an invaluable member of our team?Knowledge of: Administrative best practices like goal setting, time management, and project management. City structure, ordinances, policies, and departmental operations. Office and program administration, research methods, and database management. Business communication, public agency functions, and public meeting protocols. Record keeping, purchasing, accounting practices, and business math. Writing and editing, including proofreading and formatting documents. Safety regulations, modern office equipment, and software relevant to the role. Customer service techniques for interacting with the public, vendors, and staff. Ability to: Organize and direct staff work, handle administrative tasks with discretion. Enter and retrieve data, prepare written materials efficiently. Interpret and apply laws, regulations, and policies to make sound decisions. Maintain confidentiality and handle sensitive information. Take minutes, prepare reports, and manage multiple tasks with attention to detail. Communicate clearly and effectively in both written and spoken English. Solve problems, meet deadlines, and prioritize tasks independently. Build and maintain positive working relationships with colleagues and external contacts. PHYSICAL AND MENTAL DEMANDS The position requires the ability to work in a standard office environment, using office equipment such as computers, and may involve driving to City sites. While primarily sedentary, occasional standing, walking, and light physical activity (bending, kneeling, lifting up to 25 pounds) may be required. Employees must have good vision, hearing, and speech for communication and data entry. WORK ENVIRONMENT Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. IMPORTANT INFORMATION: Application Process: A competitive review of applicants' experience and qualifications will be conducted. Based on that evaluation, a limited number of applicants whose qualifications best meet the current needs of the City of Upland will be invited to participate in the next step of the examination process. The examination will include a qualifications appraisal interview. Qualified candidates will be provided with more details prior to the start of the examination process. Equal Opportunity Employer: All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, disability, genetic information, protected veteran status, or any other characteristic protected by law. Apply now and become a vital part of our team! To view benefits for this position, please click 01 The purpose of this Supplemental Questionnaire is to assess your qualifications, training and experience in specific job relevant areas. The information you provide will be reviewed and used to determine if you move forward in the selection process. Incomplete responses (such as N/A or see resume), false statements, omissions, or partial information may disqualify you from the selection process. Your responses to the supplemental questions must be supported by the information you included in the Work Experience portion of the application.I have read and understand the statement concerning submission of supplemental questionnaire responses. Yes No 02 Which of the following best describes your highest level of education? Graduation from High School or GED equivalent Some College Associate's Degree Bachelor's Degree Master's Degree or higher None of the above / Did not graduate 03 Which of the following best describes your years of increasingly responsible administrative, accounting, customer support, and supervisory experience? Less than two (2) years of experience. Two (2) to three (3) years of experience. Three (3) to five (5) years of experience. More than five (5) years of experience. I do not possess any relevant experience. 04 Which of the following best describes your skill level utilizing Microsoft Word? None Beginner (type, change font and page settings, use pre-set templates) Intermediate (mail-merge, tables, text boxes and flow charts) Advanced (use macros, define fields) 05 Which of the following best describes your skill level utilizing Microsoft Excel? None Beginner (enter data and use simple arithmetic functions) Intermediate (manipulate .cvs files, the use of functions and link data from other worksheets) Advanced (use pivot tables, macros and/or XML functions) 06 Which of the following best describes your skill level utilizing PowerPoint? None Beginner (create slides, change background colors and fonts) Intermediate (create new slide masters, use pre-set animation schemes) Advanced (custom animate, insert videos and live web links) 07 What level of budget functions have you performed at your previous employer(s)? You may select more than one answer. No budget experience Develop: Make recommendations that affect policy and allocation of resources Administer: Create Demand for Payments, pay invoices, collect revenue, make adjustments to the budget Monitor: Track or check budget accounts Coordinate: Participate in data collection and organization of budget material 08 Check the boxes below for the programs that you are proficient in: Munis Software QuickBooks Excel None of the above 09 Which of the following best describes your level of experience with reviewing/editing staff reports, correspondence, or other written documents prepared by others? No experience Some experience Moderate experience Very experienced 10 Please indicate the number of years of experience that you have in a municipal setting or a government agency: I do not possess any experience in a municipal setting or government agency. Less than two years. Greater than two years, but less than four years. Four years or greater. 11 Applicant Acknowledgement - Application Complete: Thank you for taking the time to complete this application and supplemental questionnaire. Please be sure to review all information provided prior to submitting it as you cannot update or revise it once submitted. Your submitted application will be reviewed and evaluated as is. Please do not refer to a resume or other documentation in lieu of completing the employment history section or responding to the supplemental questions; they will not be reviewed or considered.Once your application has been successfully submitted, you will receive an onscreen confirmation and an email confirmation will be sent to the email address listed on your application. We recommend that you save and/or print these for your records. Please note, if you do not receive an onscreen confirmation and an email acknowledging our receipt of your application we have not received your application. I acknowledge that I have reviewed my application and understand that I will not be able to update or revise any part of it once submitted. Required Question

Created: 2026-03-10