Senior Administrative Specialist I/II

Job Description:

Senior Administrative Specialist I/II

Description

Description

Only online applications will be accepted for this position and must be received by 5:00 p.m. on Tuesday, February 3, 2026. Currently, there is one vacancy in the Public Works Department - Water Division. The eligibility list established from this recruitment may be used to fill other vacancies as they occur.

Senior Administrative Specialist I: $5,399.11 - $6,562.65 monthly

Senior Administrative Specialist II: $5,959.61 - $7,243.94 monthly

DEFINITION : Under general supervision (Senior Administrative Specialist I) or direction (Senior Administrative Specialist II), performs a variety of administrative and technical support duties requiring knowledge of assigned department, its programs and procedures, and operational details; monitors and assists in preparation of department budget; prepares, processes, and distributes a variety of contracts, agreements, and related documents; conducts special projects and/or research as requested by management; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED : Receives general supervision (Senior Administrative Specialist I) or direction (Senior Administrative Specialist II) from assigned supervisory or management personnel. Exercises no direct supervision over staff.

DISTINGUISHING CHARACTERISTICS :

Senior Administrative Specialist I : This classification is the entry-level in the Administrative Technical Specialist series. Initially under general supervision, incumbents perform a variety of administrative support duties and learn department programs, policies, procedures, and operational details. As experience is gained, assignments become more varied, complex, and difficult; direction and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Senior Administrative Specialist II : This is the journey-level classification in the Administrative Technical Specialist series. Incumbents at this level perform the more difficult assignments assigned to classes within the series, requiring the use of discretion and judgment in performing assigned work, and full and thorough knowledge of the operational details, programs, procedures, and policies of assigned department. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Administrative Specialist class series are flexibly staffed and positions at the II-level may be filled by advancement from the I-level; progression to the II-level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the II-level.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS :Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills, and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.

Characteristic Duties and Responsibilities :

Positions at the Senior Administrative Specialist I-level may perform some of these duties and responsibilities in a learning capacity.

• Provides administrative and technical support for assigned department head and department; organizes and coordinates daily activities of administrative and office support functions to ensure efficient and effective operations; acts as a liaison between the department head and other staff, outside agencies, or the public, coordinating resolutions to issues or problems which may arise.
• Prepares and processes reports, forms, records, and various documents requiring knowledge of assigned department’s programs/projects, operations, and services and the ability to explain, interpret, and apply federal, state, and local laws, rules, regulations, codes, ordinances, and City policies and procedures relevant to assigned area of responsibility; verifies and reviews for completeness and conformance with established regulations and department policies and procedures.
• Prepares and reviews contracts, agreements, amendments, and purchase orders and routes for approval; gathers and reviews vendor/contractor insurance documents and documentation submitted and ensures compliance with established requirements; monitors contracts, agreements, amendments, and budgets and assists with and/or prepares contract renewals; prints, reviews, and processes invoices for approval.
• Participates in preparation and administration of department budget; works with department staff and management to identify resource needs, prepare cost estimates and justification, and prepare budget worksheets; monitors expenditures.
• Assists in planning, coordinating, and conducting various research and department-related special projects and studies; researches and compiles information and data from internal and external sources; reviews, organizes, and summarizes data collected; performs basic analyses and evaluates data to identify trends and discrepancies; presents preliminary findings and recommendations in an appropriate format for review by professional, supervisory, or management staff
• May serve as meeting and committee secretary by preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items.
• Prepares a variety of reports according to established procedures and practices; may submit reports to various local, state, and federal regulatory agencies upon approval.
• Serves as point of contact for the department and department head; receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and/or provides information regarding City programs and services.
• Schedules and/or coordinates meetings, conferences, and training sessions for staff and management.
• Composes, formats, prints, copies, sorts, and/or distributes various correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
• Serves as administrator for assigned department information systems and databases, including setting up and generating reports, updating and maintaining access rights to users and user groups, and participating in business process and system updates.
• Organizes and maintains accurate and detailed databases, files, and records; inputs and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Performs other clerical support work as required, which may include, but is not limited to, updating and maintaining websites and social media, copying and collating documents, opening and distributing mail, processing outgoing mail, and ordering and maintaining inventory of office supplies.
• Receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.
• Regularly and predictably attends work.
• Performs related duties as assigned.

Qualifications

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS :

To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of :

• Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.
• Organization and function of public agencies, including the role of appointed boards and commissions.
• Research, data collection, and reporting techniques, methods, and procedures.
• Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
• Methods of preparing and processing various records, agendas, reports, forms, contracts, and agreements.
• Departmental and divisional administrative procedures, practices, and principles.
• Business arithmetic and basic statistical techniques.
• Record keeping and filing system methods, principles, and practices.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Skill in :

• Performing varied and responsible administrative and technical support work, requiring the use of judgment and discretion, with accuracy and speed.
• Preparing and processing various records, agendas, reports, forms, contracts, agreements, and other documents.
• Researching, conducting basic analysis of, and summarizing department information from a variety of sources; and preparing reports.
• Composing concise reports, correspondence, and other written materials.
• Understanding the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understanding, interpreting, explaining, and applying all pertinent laws, regulations, codes, and ordinances and City policies and procedures relevant to work performed.
• Handling requests or complaints in a professional manner.
• Making accurate mathematical and basic statistical computations.
• Establishing and maintaining a variety of filing, record-keeping, and tracking systems.
• Organizing work, setting priorities, meeting critical deadlines, and following-up on assignments.
• Using tact, initiative, prudence, and judgment within general policy and procedural guidelines.
• Effectively using computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicating clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Appearing for work on time.
• Following directions from a supervisor.
• Understanding and following posted work rules and procedures.
• Accepting constructive criticism.
• Establishing, maintaining, and fostering positive and effective working relationships with those contacted in the course of work.

QUALIFICATIONS :

A combination of experience and training that would likely provide the required knowledge, skills and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience :

Senior Administrative Specialist I: Two (2) years of increasingly responsible office and administrative support experience.

Senior Administrative Specialist II: Three (3) years of increasingly responsible administrative and technical support experience.

Education : Senior Administrative Specialist I/II: Graduation from high school or GED.

License/Certificates : Due to the performance of some field duties which requires the operation of a personal or City vehicle, valid and appropriate California driver's license and acceptable driving record are required.

PHYSICAL DEMANDS:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; may operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

Supplemental Information

WORKING CONDITIONS:

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 policies and procedures.

Disaster Service Worker: In accordance with Government Code Section 3100, City of El Segundo employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

The City of El Segundo is an Equal Opportunity Employer, committed to supporting Diversity, Equity, and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.

CITY EMPLOYEES ASSOCIATION (CEA)
Benefit Summary - Effective 5/17/2019

PERS Retirement : Tier I-2%@55 . Tier II-2%@60 for individuals employed by the City on or after 12/30/12 who are already PERS members. Tier I and II members single highest year coordinated with Social Security and Medicare. Employee required contribution is 8% of pensionable income. PERS 2%@62 for new employees/members hired on or after 1/1/13 have three year average coordinated with Social Security and Medicare and payment of 50% of normal cost (6.75%).

Social Security: The City matches employee’s Social Security contribution, which is 6.2% of your salary and is made on a pre-tax basis. The 2025 Social Security income cap is $176,100.

Retiree Medical: City offers paid retiree medical insurance at same rate as active employees.

Medical Insurance : $1,800 per month for employee and dependents' medical insurance under PERS.

Educational Incentive : Up to $334.21 for B.A. if job doesn't require it. Must be approved by Department Head. Future employees hired on or after May 10, 2017 not eligible.

Optical/Dental/Life/AD&D : $184.25 per month City contribution. Employee & eligible dependents may be covered for optical and dental. $50,000 term life policy provided by City; employee can purchase additional self and dependent coverage at group rates. AD&D insurance policies provided for employees.

Flexible Spending Account (FSA) : Section 125 Plan, allows for payment of employee-paid insurance, medical treatment, and dependent care expenses with pre-tax dollars.

State Disability Insurance (SDI) : Coverage provided through State Employment Development Department for short-term disability. There is a 1% Employee deduction for this benefit.

Long-Term Disability: City provides fully-paid LTD insurance. Continuance of 66 2/3% of first $9,750 of employee's salary after a 60-day waiting period. Applies to non-job related occurrences.

Work Schedule: 9/80 with alternating Fridays off.

Holidays : 11 fixed paid holidays plus 2 days of Personal Leave per year.

Vacation Leave : 96 hours (1-5 years); 120 hours (6 - 10 years); 144 hours (11 - 15 years): 176 hours (16+ years). Leave can be used after 6 months of service. Annual cash conversion option.

Sick Leave : 8 hours per month.

Bereavement Leave: Three (3) working days [one workweek where travel is 500 miles or more] for qualifying incident. Two (2) additional unpaid days may be taken.

Tuition Reimbursement : Up to $1,750 per year for tuition and books.

Longevity Pay: Up to $66.84/mo for 5 yrs of service; Up to $133.68 for 10 yrs of service; Up to $200.53/mo for 15 yrs of service. Future employees hired on or after May 10, 2017 not eligible.

Uniform Allowance : Dollar amount varies for specific classes.

Other : Voluntary participation in Credit Union; Long-Term Care (premiums paid by employee); Mission Square 457 Deferred Compensation Program; Payroll Direct Deposit.

Revised: 12/12; 2/13; 1/14; 2/15; 8/16; 5/17;5/19; 8/22; 3/25

Closing Date/Time: Continuous

Salary:

$5,399.11 - $7,243.94 Monthly