NEOGOV · 5 days ago
Senior Administrative Secretary
Chula Vista, CA
Full-time
Onsite
Senior Level
$5,715.13/mo - $6,946.79/mo
5+ years expNEOGOV is seeking a Senior Administrative Secretary to provide high-level administrative and secretarial support to executive staff. The role involves performing complex clerical duties, supervising staff, and ensuring the smooth operation of the City Clerk's office.
GovTechHuman ResourcesInformation TechnologySoftware
Responsibilities
Perform a variety of highly responsible administrative and secretarial duties in support of executive staff
Perform a variety of highly responsible and complex clerical, secretarial and administrative duties for a department
May supervise secretarial and/or clerical staff and direct the work of interns
Research, compile and analyze background data
Perform routine and special administrative projects for management personnel
Prepare independent draft reports and documentation
Coordinate calendars
Maintain hard copy and electronic records and files regarding department administrative activities
Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support
Coordinate the department-wide City Council and/or Commission/Task Force agenda process
Review staff reports for quality and completeness
Ensure related attachments and exhibits are included
Coordinate agenda process with City Clerk's office
Assist in developing staff reports for submittal to the City Manager or City Council including preparing reports, assembling background materials, and composing first drafts
Participate and assist in the development and administration of a department budget
Prepare budget reports
Compile annual budget requests
Monitor and control expenditures
Interpret and explain City and department policies, rules, and regulations in response to inquiries
Refer inquiries as appropriate
Assist in developing department policies and procedures in order to meet department objectives
Independently respond to letters and general correspondence not requiring the attention of executive and/or management personnel
Recommend and assist in the implementation of goals and objectives
Establish schedules and methods for office operations
Implement office policies and procedures
Evaluate operations and activities of assigned responsibilities
Recommend improvements and modifications
Prepare various reports on operations and activities
Review and summarize miscellaneous reports and documents
Prepare background documents as necessary
Research and analyze routine administrative projects for executive and/or management staff or the City Council
Prepare first draft reports on routine administrative matters
Receive and distribute incoming mail
Review and evaluate mail to identify those items requiring priority attention
Provide follow up to assignments given to management and/or operations staff by executive and/or management staff
Provide status reports to executive and/or management staff
Receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention
Coordinate and make travel arrangements
Maintain appointment schedules and calendars
Arrange meetings and conferences
Provide secretarial/clerical support for assigned task forces, commissions, and boards
May supervise assigned staff
Plan, prioritize, assign, and review the work of staff involved in providing administrative support
Conduct employee evaluations
May participate in the selection of staff
Provide or coordinate staff training
Work with employees to correct deficiencies
Recommend disciplinary action and implement discipline procedures as directed
May order and purchase supplies for administrative operations
Perform accounting functions related to ordering supplies, equipment and services
May maintain time card and payroll records
Maintain personnel files and records for management personnel including employee evaluations and disciplinary actions
Assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service
Perform related duties as assigned
Qualification
Required
Five years of increasingly responsible administrative and secretarial experience, including two years of office management and/or supervisory experience
Equivalent to the completion of the twelfth grade preferably supplemented by course work in secretarial, business, accounting or a related field
A valid typing certificate demonstrating a minimum speed of 55 net words per minute dated within 12 months of your application is required and must be attached to the employment application
Knowledge of principles and practices of routine analytical research
Knowledge of principles and practices of office management
Knowledge of principles and practices of supervision and performance assessment
Knowledge of English usage, spelling, grammar, and punctuation
Knowledge of modern office methods, procedures, computer equipment, and computer software
Knowledge of pertinent City functions, policies, rules and regulations
Knowledge of principles and methods of business letter and report writing
Knowledge of principles and practices of bookkeeping
Ability to prepare draft reports requiring analytical skill
Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned administrative responsibilities
Ability to intermittently review documents related to department operations
Ability to perform data entry and basic searches in various databases and information management computer applications
Ability to create and run reports as directed in these programs
Ability to observe, identify, and problem solve office systems and procedures
Ability to understand, interpret and explain department policies and procedures
Ability to explain and problem solve office issues for the public and with staff
Ability to plan, organize and schedule priorities in the office
Ability to compose general correspondence and letters
Ability to interpret and apply administrative and departmental policies, laws, and rules
Ability to preserve confidentiality of sensitive material routinely encountered as part of work assignments
Ability to develop and recommend policies and procedures related to assigned office operations
Ability to supervise, train and evaluate assigned staff
Ability to operate and use modern office equipment including personal computers and related software
Ability to analyze situations carefully, recommend solutions, adopt effective courses of action
Ability to compile and maintain complex and extensive records and prepare reports
Ability to take notes and write summaries of meetings
Ability to communicate clearly and concisely, both orally and in writing
Ability to establish and maintain effective working relationships with those contacted in the course of work
Ability to work with various cultural and ethnic groups in a tactful and effective manner
Preferred
Bilingual skills at the business conversational level are desirable
Company
NEOGOV
NEOGOV is the leading provider of workforce management software uniquely designed for the public sector, education, and public safety.
501-1000 employees
H1B Sponsorship
NEOGOV has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (13)
2024 (10)
2023 (10)
2022 (18)
2021 (14)
2020 (16)
Funding
Current Stage
Late StageTotal Funding
$700MKey Investors
Warburg Pincus
2025-07-28Secondary Market· $700M
2025-07-28Acquired
2021-06-02Private Equity
Leadership Team
Shane Evangelist
CEO
Brandon McDonald
Head Of Marketing
Recent News
Canada NewsWire
2025-11-14
2025-11-14
Government Technology US
2025-10-31
Company data provided by crunchbase