Salary : $78,062.40 - $94,827.24 Annually
Location : Ontario, CA
Job Type: Full Time
Job Number: Sr Admin Asst
Department: Community Life and Culture Administration
Opening Date: 10/01/2025
Closing Date: 10/15/2025 5:00 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: CON
The Position Senior Administrative Assistant The Senior Administrative Assistant classification is a common classification used in a variety of City agencies. This recruitment will result in an eligibility list to meet the current and future staffing needs of departments with openings in this classification. The current immediate vacancy is within the Community Life and Culture Agency. This exciting and challenging opportunity requires individuals who are solution oriented, self-motivated, collaborative, demonstrate extraordinary initiative, and show strong attention to detail while anticipating the needs of others. The Senior Administrative Assistant is the driving force in keeping teams organized and requires incumbents to possess exceptional levels of integrity and discretion in handling extremely sensitive and confidential information as well as a high degree of professionalism in their interactions at all levels throughout the organization.
Reporting to the Agency Executive, the Senior Administrative Assistant is responsible for supporting, organizing, coordinating and overseeing the overall office administration for their Agency. The Senior Administrative Assistant serves as a liaison for the Agency and manages complex schedules/calendaring, project management, and meeting organization (agendas, meeting technology, communications, etc.) on behalf of the Agency Executive. Other responsibilities will include research and follow-up on incoming issues and concerns, coordination of major departmental meetings and/or events, composing and editing correspondence and agenda reports, and assisting with the creation of presentation materials as well as a variety of other administrative tasks and functions based on the needs of the Agency. With no task or assignment being too big or too small, the Senior Administrative Assistant ultimately boosts the efficiency and productivity of the Agency Executive.
The Ideal Candidate The ideal candidate effectively prioritizes multiple tasks, projects, and deadlines and reacts with appropriate levels of urgency to critical situations and events, all while maintaining professionalism.
Candidates will also:
- Have a keen eye for detail, exceptional verbal and written communication skills, and the ability to think critically and solve problems with limited guidance.
- Be established and experienced in working in a fast-paced confidential environment and is forward-thinking with an extraordinary ability to anticipate and address their executive and agency's needs.
- Demonstrate a high level of discretion that is integral to helping the Executive achieve their goals; and the ability to quickly interpret, observe and recall information, be resourceful and adaptable knowing when and how to take action and can respond to and resolve unexpected issues using sound judgement.
Additionally, the successful candidate will embody the Department's mission and vision as well as the qualities of a
"Five Tool Player" - Leader, Thinker, Communicator, Operator and Public Servant - and the principles of the City's
Customer Service Philosophy - Empathy, Respect, and Problem Solving.
The following procedures will apply: - The Eligibility List will consist of both internal and external applicants who meet the qualifications and successfully complete any required selection processes.
- The hiring department has the discretion to consider internal applicants on the Eligibility List prior to considering external candidates on the Eligibility List.
- The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below.
- Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City will be invited to participate further in the selection process.
The Community Life and Culture Agency The City of Ontario's Community Life & Culture Agency meets the Ontario City Council goal to "encourage, provide or support enhanced recreational, educational, cultural and healthy city programs, policies and activities." Community Life & Culture does this through a comprehensive array of programs, activities, services and events available through the Recreation & Community Services, Library and Museum Departments as well as the Arts & Culture program.
The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario enjoys the reputation of being a progressive City which provides solid leadership to its citizens and to the business community. The City provides a full range of services to the community including, but not limited to: Police, Fire, Management Services, Community Life & Culture, Community Development, Economic Development, Public Works and the Ontario Municipal Utilities Company. The City's team is staffed with approximately 1,517 full-time equivalent diverse and talented employees who work to support a common goal of providing excellent service to the community.
The City's vision for the future is very exciting, and we foresee tremendous growth within the years to come. We welcome you to view the City of Ontario's 2025 State of the City video by clicking on the link below as well as the other links to learn more about the City:
State of the City The Ontario Plan Smart Ontario Downtown Ontario Important Background Investigation Successful candidates appointed to the Ontario Fire Department or Ontario Police Department are subject to a satisfactory background investigation conducted by the Ontario Police Department. The background investigation will include the following: passing of a polygraph test and the successful completion of a post-offer medical exam (including drug screen). Candidates may be disqualified from further consideration during the background investigation for a variety of reasons including if they have: an excessive number of traffic citations and/or collisions; arrests and/or convictions; a history of illegal substance abuse; poor credit history (factors include bankruptcy, foreclosures, liens, repossessions, and recency); or thefts from a previous employer. For clarification of any of the above disqualifying reasons, please call the Police Department Background Unit at . The following list describes some areas that are covered in the background investigation:
- Your relatives, references, and acquaintances are asked to comment on your suitability for a career in law enforcement.
- The information supplied regarding your educational history is examined and verified.
- You must list a history of your residences.
- Your work history and experience are examined with regard to your dependability, relationships with fellow workers, trustworthiness, and general job performance.
- Military service records are subject to verification.
- The background investigation considers your management of personal finances (however, being in debt does not automatically disqualify you).
Your criminal, driving, and insurance records are evaluated. Felony convictions will be grounds for disqualification from the selection process.
Examples of Essential Functions The essential functions typically performed by the
Senior Administrative Assistant include the following:
- Provides administrative support to assigned agency and agency head.
- Researches, composes, types and edits reports, correspondence, minutes, and agenda reports.
- Reviews, proofreads and edits documents and correspondence to ensure proper grammar, spelling, punctuation, format, and completeness.
- Prepares and maintains complex files and records which include but are not limited to contracts, insurance forms, requisitions, purchase orders, agenda records, and employee records.
- Types, processes, and distributes confidential employee personnel action forms and evaluations.
- Prepares promotional and marketing materials, public announcements, legal statements, and other information having media applications.
- Conducts basic research or inquiries and compiles statistics in support of particular departmental needs.
- Maintains appointment schedule and calendar for agency head, department director or other department managers and supervisors.
- Processes agenda information for the City Council and/or commission meetings and compiles information to submit to the City Manager's Office or City Clerk's Office, including legal and public notices, decisions, and approval letters; records meetings (takes minutes as needed).
- Answers incoming calls and routes calls to appropriate staff or resources; greets and directs visitors to proper parties based upon knowledge of departmental and City operations.
- Coordinates and makes travel arrangements for conferences, workshops, and other meetings to be attended or administered by managers, supervisors, administrators, or other personnel.
- May supervise or direct clerical operations for an agency; supervise and/or train staff in office practices, use of specialized equipment, word processing, etc.
- Arranges, assembles, and prepares designated information for annual budget.
- Analyzes and tracks budgetary expenditures and prepares accounting summaries.
- Provides administrative assistance to commissions or major committees.
- May purchase and maintain department office supplies, equipment, and materials.
- May testify in court.
- May attend formal meetings and hearings; take and prepare minutes.
- Prepares requisitions; compiles quotes/bids for department, related equipment, and materials.
Qualification Guidelines Education High school diploma or recognized equivalent.
Experience Five years of progressively responsible administrative, secretarial, and office support experience, in a work environment that requires a high level of confidentiality and discretion where duties included calendaring, scheduling meetings, composing correspondence, maintaining files and records, preparing agendas, and taking and transcribing minutes. Considerable experience and/or training in Microsoft Office products and other applicable software.
License A valid California Class C driver license and an acceptable driving record at the time of appointment and throughout employment.
Desirable - Previous agency experience and knowledge of municipal operations and organizations.
- Prior administrative/technical support functions for an executive, director, an elected official or similar level in a department/office or organization.
Important Note General clerical experience (e.g., Office Assistant, Office Specialist) is
not considered qualifying experience. Qualifying experience
must be equivalent to the City of Ontario Administrative Specialist classification and above, providing support to a specified executive level professional or administrative position(s) (e.g., Executive Agency Director, Director, Assistant Director, Elected Official).
Supplemental Information How to Apply Apply online by clicking on the "Apply" link at the top of this announcement. If this is the first time applying for a position using governmentjobs.com, you will be prompted to create a new user account, otherwise, log in with your username and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following:
- List any relevant experience and education that demonstrates that you qualify for the position.
- List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario).
- Separately list each position held, including different positions with the same employer.
A resume may be attached to your application but will not substitute for the proper completion of your application. Applications that are not properly completed may be rejected.
NOTE: Transcripts from colleges, universities or technical schools outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or credential evaluation report will result in your application being rejected and you will not be able to continue in the selection process for this position.
Application Process Applicants are required to submit required certification(s) or other required documentation as outlined in the Qualifications Guideline section of this bulletin. Please use the attachment function found on the City's online application to attach copies of the requested certification(s) or other documentation. Failure to attach required documentation may result in the rejection of your application. Please contact the Human Resources/Risk Management Agency if you have any questions regarding the application process.
Your application is the primary tool used to evaluate your job qualifications. It is important that your application show all the relevant education and experience you possess. Failure to complete these sections may result in the rejection of your application.
Supplemental Questions To complete your application for this position, you may be prompted to respond to supplemental questions. This information will be used as part of the application screening and selection process and is designed to help you present your qualifications for this position. This may include a selection step in which your application and supplemental questions are reviewed and scored by a panel of raters familiar with this position.
Incomplete responses, false statements, omission, or partial information may result in disqualification from the selection process. Your responses should be consistent with the information provided on your application.
Please provide succinct, concise, descriptive, and detailed information for each question. If you have no experience, write "no experience" for the appropriate question.
Email Notices Email is the primary way that the Human Resources/Risk Management or Hiring Department will communicate with you. Please check your email account (including the SPAM folder) on a regular basis for any emails related to the application or selection process. Emails from the City of Ontario will come from "@ontarioca.gov" or "governmentjobs.com." If you change your email address after submitting your application please visit governmentjobs.com and update your profile.
Frequently Asked Questions If you have any additional questions regarding the application process, please refer to our page.
The City of Ontario values the health and wellness of our employees and their families. We understand benefits are an important part of your total compensation and we take pride in offering a comprehensive benefit package. Please check out our excellent benefit packages
Employees in this classification are under the Confidential Employees Compensation and Benefits Profile. For a list of benefits for Confidential employees please click here
01
INSTRUCTIONS: The information on your application and the following supplemental questionnaire will be a primary tool in the evaluation of your qualifications for this position. The information you provide will be reviewed and used to determine your eligibility and to further identify those applicants who are best qualified to continue in the selection process for this position. Incomplete responses, false statements, omissions, partial information or AI-generated responses may result in disqualification from the selection process. Resumes may be attached, but they will not be accepted in lieu of completing the job experience section of the application or the supplemental questions. Responses to the supplemental questions that indicate "see resume" are considered incomplete. By checking the 'Yes' response below, I indicate that I have read the job bulletin and these instructions for completing the supplemental questionnaire. Additionally, I certify that my application and supplemental answers accurately reflect my training, education and experience; and I understand that my responses are subject to verification.
- Yes, I understand the above statement.
02
All appointments to this position are required to provide proof of completion of the listed education requirements. Acceptable forms of proof include Unofficial Transcripts, Official Transcripts, Photos and/or Photocopies of Institutional Degrees/Certifications. This must be provided by way of attachment to your online application or as an email attachment sent to the Hiring Agency Representative conducting the reference check. Failure to provide the required documentation at, or before, time of the reference check process will result in disqualification If you require clarification on this requirement, please call the City of Ontario Recruitment Team at .Please indicate that you have read the statement above by selecting "Yes."
03
Which of the following best describes your highest related level of education?
- High School Diploma or Equivalent
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- Doctorate Degree
- None of the Above
04
Please select the years of experience you possess with progressively responsible administrative, secretarial, and office support experience, preferably involving confidential materials.
- No experience
- Less than 1 year
- 1 year or more but less than 2 years
- 2 years or more but less than 3 years
- 3 years or more but less than 4 years
- 4 years or more but less than 5 years
- 5 years or more
05
Do you have local government or public sector experience?
06
Please describe your experience working with and maintaining the confidentiality of private or sensitive information. Provide specific examples of the procedures you used to safeguard such information. Please list the organizations, your title(s), duties, and the length of time employed there. If you do not have any experience in this area type "N/A".
07
Please describe your administrative support experience related to maintaining and preparing detailed reports, budget, and/or special projects.
08
Please describe your experience working with and providing administrative support to executive level directors and managers.
09
Please select all Agencies you would like to be considered for below:
- Fire Department
- Human Resources Risk Management
- Informational Technology
- Financial Services
- Management Services (Communications, Innovation Performance Audit, Records, Broadband)
- Ontario Municipal Utilities Company
- Public Works
- Community Development (Community Improvement, Engineering, Planning, Building)
- Community Life & Culture ( Recreation, Library, Museum, Housing Services)
- Economic Development
- Police Department
Required Question
