Job Description
Join our dynamic team at the City of San Jose as a full-time Administrative Assistant and become the backbone of our municipal operations. We're seeking a detail-oriented professional to provide exceptional office support across multiple departments. In this vital role, you'll ensure seamless administrative workflows while contributing directly to our mission of delivering outstanding public services. Enjoy competitive compensation, comprehensive benefits, and a collaborative work environment in the heart of Silicon Valley. If you're passionate about efficiency and community service, this is your opportunity to make a tangible impact.
Responsibilities
- Manage calendars, coordinate meetings, and arrange travel for departmental staff
- Prepare, edit, and distribute official correspondence, reports, and presentations
- Handle incoming communications via phone, email, and in-person interactions
- Maintain digital and physical filing systems with strict confidentiality protocols
- Process invoices, purchase orders, and expense reports with financial accuracy
- Support departmental projects by gathering data and preparing progress updates
- Assist with onboarding new employees and orientation processes
- Coordinate office supplies inventory and equipment maintenance
Qualifications
- Associate's degree in Office Administration or related field (or equivalent experience)
- Minimum 3 years of progressive administrative support experience
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Exceptional organizational skills with ability to manage competing priorities
- Strong written and verbal communication abilities
- Proven experience handling confidential information with discretion
- Ability to adapt to changing priorities and work independently
- Proficiency with office equipment (copiers, scanners, multi-line phone systems)