Administrative Clerk I/II - Citywide

Job Description:

Administrative Clerk I/II - Citywide

Description

Description

PLEASE READ THIS BULLETIN IN ITS ENTIRETY

THE POSITION

5% COLA effective July 2026

This recruitment is being conducted to establish a Citywide Eligible List. The List established by this recruitment may be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year. The department may choose to fill these vacancies at the I or II level, depending on the qualifications of the candidate pool.

The Administrative Clerk I/II classifications are used in various departments throughout the City and perform a wide variety of responsible clerical work in support of the assigned department including word processing and data entry, providing information and assistance to the public regarding departmental policies and procedures by phone or at the front counter, receiving and sorting mail, filing and making copies, ordering and maintaining supplies, logging and maintaining data, setting up for meetings, and overall support for staff.

The ideal candidate(s) should possess the following attributes: Excellent verbal and written communication; Experience in customer service and active listening skills when dealing with internal and external customers; Conflict management skills with the ability to exercise patience; Critical thinker with attention to detail; Excellent organizational skills and ability to multi-task; Ability to work independently and as a team player; Knowledge of basic math, accounts payable and receivable; Basic computer knowledge and proficiency in Microsoft Word, Excel, Outlook (i.e. set-up meeting, events & etc.).

THE CITY OF VALLEJO

The City of Vallejo is located in Solano County and has a population of approximately 121,000 residents. Vallejo is a rapidly changing, highly diverse community located midway between the cities of San Francisco and Sacramento. It is a friendly, active waterfront community that attracts innovative, hardworking people and takes great pride in its 148-year history and maritime heritage. Residents of Vallejo are situated to take advantage of the best of what the area has to offer. Golf, museums, performing arts, boutique shopping, brewpubs and a wide selection of restaurants are all available in Vallejo. Residents and visitors alike enjoy Vallejo’s delightful historical downtown area, weekly downtown farmer’s market, and beautifully restored Victorian homes and business facades. Vallejo is also home to Six Flags Discovery Kingdom, one of America’s only combination wildlife, oceanarium and theme parks.

SALARY

• Administrative Clerk I: $21.92 - $26.65 Hourly $1,754.19 - $2,132.24 Bi-Weekly $3,800.75 - $4,619.85 Monthly $45,608.99 - $55,438.24 Annually
  
• Administrative Clerk II: $24.29 - $29.52 Hourly $1,943.29 - $2,362.08 Bi-Weekly $4,210.46 - $5,117.84 Monthly $50,525.49 - $61,414.08 Annually
  

DISTINGUISHING CHARACTERISTICS

Administrative Clerk I - This is the entry level class in the Administrative Clerk series. This class is distinguished from the Administrative Clerk II by the performance of the more routine tasks and duties assigned to positions within the series including duties performed according to established procedures with changes in procedures or exceptions to rules explained in detail as they arise. Since this class can be used as a training class, employees may have only limited or no directly related work experience.

Administrative Clerk II - This is the journey level class within the Administrative Clerk series. Employees within this class are distinguished from the Administrative Clerk I by the performance of the full range of duties as assigned. Employees at this level receive moderate instruction or assistance, and are aware of the operating procedures and policies of the work unit. Positions in this class are normally filled by advancement from the Administrative Clerk I level, or when filled from the outside, require prior clerical experience.

SUPERVISION RECEIVED AND EXERCISED

• Administrative Clerk I: Receives immediate supervision from supervisory or management staff.
  
• Administrative Clerk II: Receives general supervision from supervisory or management staff.
  

EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Important responsibilities and duties may include, but are not limited to, the following:

• Act as a receptionist; answer the telephone and wait on the general public, providing information on departmental and City policies and procedures as required.
• Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records and reports.
• Type, word process and proofread a variety of documents including general correspondence, meeting minutes, agendas, reports, memoranda and statistical charts from rough draft, recordings, or verbal instruction.
• Perform a wide variety of general clerical work including the maintenance of accurate and detailed logs, records, verifying accuracy of information, researching discrepancies and recording information.
• Operate a variety of office equipment including copiers, postage meters, facsimile machines, and computers; input and retrieve data and text; organize and maintain disk storage and filing.
• Compile information and data for statistical and financial reports; maintain a variety of statistical records; check and tabulate statistical data.
• Contact the public and outside agencies in acquiring and providing information and making referrals.
• Order, receive and organize office materials and supplies.
• Receive, sort and distribute incoming and outgoing correspondence.
• Perform related duties and responsibilities as required.

KNOWLEDGE, SKILLS AND ABILITIES / MINIMUM QUALIFICATIONS

Administrative Clerk I
Knowledge of:

• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and computer equipment.
• Basic principles of record keeping.

Ability to:

• Learn and correctly interpret and apply the policies and procedures of the function to which assigned.
• Perform routine clerical work including maintenance of appropriate records and compiling information for reports.
• Type or word process at a speed necessary for successful job performance.
• Operate a variety of office machines.
• Perform routine mathematical calculations.
• Respond to requests and inquiries from the general public.
• Understand and carry out oral and written directions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Administrative Clerk II
In addition to the qualifications stated in Administrative Clerk I:

Knowledge of:

• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and computer equipment.
• Basic principles of record keeping.
• Fundamental principles and procedures of record keeping.

Ability to:

• Learn and correctly interpret and apply the policies and procedures of the function to which assigned.
• Perform routine clerical work including maintenance of appropriate records and compiling information for reports.
• Type or word process at a speed necessary for successful job performance.
• Operate a variety of office machines.
• Perform routine mathematical calculations.
• Respond to requests and inquiries from the general public.
• Understand and carry out oral and written directions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Correctly interpret and apply the policies and procedures of the function to which assigned.
• Perform general clerical work including maintenance of appropriate records and compiling information for reports.
• Work independently in the absence of supervision.

EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Administrative Clerk I

Experience: Some clerical experience is highly desirable.

Training: A High School Diploma or G.E.D.

Administrative Clerk II
In addition to the qualifications stated in Administrative Clerk I:

Experience: Two years of responsible clerical experience.

Training: A High School Diploma or G.E.D.

SUPPLEMENTAL INFORMATION

The Recruitment & Selection Process
1. Applications are due by 5:00 P.M. on Monday, November 3, 2025. Applicants must submit a completed City of Vallejo online application, including all responses to the Supplemental Questionnaire (Resume/Cover Letter Optional), by the posted deadline in order to be considered.
NOTE: If you have problems creating a user account, obtaining your already created account information, or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627. City of Vallejo staff are unable to assist with these issues.

2. Applications will be screened for overall qualifications the week of November 3, 2025.
3. Applicants who are found to be the best qualified will be invited to participate in an online skills assessment the week of November 10, 2025. Those who score a 70% or higher on the online skills assessment will have their supplemental responses scored by subject matter experts.

4. Subject matter expert scoring will take place the week of November 17, 2025. The most qualified applicants from the scoring of the supplemental questions will be invited for an Oral Panel Interview.

5. Oral Panel Interviews are tentatively scheduled to take place the week of December 1, 2025. Oral Panel Interviews are weighted at 100% of the candidates’ score. Candidates must achieve a minimum passing score of 70%. Those achieving 70% or higher will be placed on the Register of Eligibles (eligible list) and may be considered to fill positions for up to one year.

The City reserves the right to limit the number of candidates to those determined to be best qualified based upon all requested application materials, including training and experience, current resume, and responses to supplemental questions.

6. Candidates placed on the Register of Eligibles (eligible list) will be referred to the department for final interviews based on their performance in the exam. The number of candidates referred for a hiring interview is at the discretion of the hiring department.

REASONABLE ACCOMMODATIONS
The City of Vallejo is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application, assessment or selection process may contact the Human Resources Department to request an accommodation. Please contact Jannah Lunar-Kaplli at (707) 648-5402 or send an email to: Jannah.Lunar-Kaplli@cityofvallejo.net no later than November 3, 2025 at 5:00 p.m.

PRIOR TO HIRE
The selected candidate will be required to: 1) Submit to reference checks 2) Submit to and successfully pass a pre-employment background check, including fingerprint check. 3) Successfully complete a job-related pre-placement medical exam. 4) Provide proof of legal right to work in the United States.

Disaster Service Workers - All City of Vallejo ("City") employees are designated Disaster Service Workers ("DSW") by state law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned and to return to work as ordered in the event of an emergency.

Veteran's Preference - Veteran's preference points will be applied in accordance with Civil Service Rule 24. A copy of the DD 214 form must be filed at time of application.

Equal Opportunity Employer (EOE) - The City of Vallejo is an Equal Opportunity Employer. It is the policy of the City of Vallejo to provide equal employment opportunity for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Note: The provisions in this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

Click here for benefit information for International Brotherhood Of Electrical Workers Employees (IBEW):

Closing Date/Time: 11/3/2025 5:00 PM Pacific

Salary:

$45,608.99 - $61,414.08 Annually