Administrative Assistant III (Office of Economic Development, City Manager's Office)

JOB The current vacancy is for Administrative Assistant III in the Office of Economic Development of the City Manager's Office. This recruitment is open to candidates who participated in and passed the May 2026 Administrative Assistant III Examination (26-EXAM-01) through the City of Santa Cruz.

The mission of the Office of Economic Development (ED) is to increase and support viable, sustainable, and innovative economic activities and affordable housing development throughout City. The Administrative Assistant III in ED helps fulfill that mission by supporting four divisions – Affordable Housing Development, Arts & Culture, Business Services, and Infrastructure and Property Development. In ED’s fast-paced environment, the position plays a critical role in performing various support functions, including processing invoices and purchase orders, tracking documents, maintaining personnel records and other filing systems.

The ideal candidate is highly organized, adaptable, and customer-service focused, with exceptional communication skills and the ability to successfully manage multiple priorities. The work site for this position is at 337 Locust Street, Santa Cruz. This full-time position has a Monday through Friday schedule and typical hours are 8:00 a.m. to 5:00 p.m.

The eligible list that was established from the Administrative Assistant III examination (26-EXAM-01) is valid for up to one year from the date it was established unless the list is extended or abolished by the Human Resources Director.

Recruitment #26-076
Who is eligible to apply: Candidates who participated in and passed the May 2026 Administrative Assistant III Examination (26-EXAM-01) through the City of Santa Cruz are eligible to apply and submit an application.

• On Thursday, 06/25/26 recruitment will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted. To apply, submit:
• Application- online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the Apply button to begin the online process.
• Response to supplemental questions- will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here must also be included in your employment history on the main application.
• Week of 06/29/26: Qualified candidates who have successfully passed the application process and Administrative Assistant III Examination will have their applications competitively screened based on the minimum qualifications and supplemental questions for this position. Candidates will be notified of their status by 07/06/26.
• Week of 07/13 and/or 07/20/26: Interviews will be tentatively scheduled for top candidates. The examination process will include an interview and may include a written and/or performance exercise.

Basic Function

Under general supervision of Department Director or assigned manager, performs a full range of both clerical and administrative support functions for the Department Director or assigned manager, includes performing responsible, confidential, and complex clerical work, including but not limited to assisting with the departmental budget, processing personnel, payroll and other relevant records, and coordinating the work of other departmental clerical staff as assigned or needed.

Distinguishing Characteristics

Positions in this class are distinguished from the Office Assistant and Administrative Assistant I/II classes by the more difficult, complex, responsible, confidential and sensitive duties. Work involves a high degree of independent judgment requiring a thorough knowledge of department programs, procedures and policies, applicable legal statutes and the ability to choose among a number of alternatives in determining procedures, interpreting policies, and performing a variety of assignments without instruction. Incumbents may lead a small number of subordinate clerical positions.

EXAMPLE OF DUTIES (May include, but are not limited to, those duties listed below.)

• Prepares various departmental materials from meetings, drafts, and/or machine dictation.
Answers telephone and in
• -person inquiries for the Department Director and staff.
• Interprets City policies, procedures, and regulations; exercises discretion in determining the nature of inquiries and how they may be most appropriately expedited.
• Coordinates appointments and itineraries for the Department Director and management staff.
• Makes logistical arrangements for advisory bodies, committees and other meetings; notifies all participants including any public noticing requirements as required by State Law and/or the Municipal Code; prepares agendas, coordinates the production and distribution of agenda packets.
• Maintains procedures that comply with legal statutes and the Santa Cruz Municipal Code.
• Independently composes correspondence and reports relative to routine departmental business.
• Takes notes of open meetings as required; and prepares final minutes of meetings.
• Processes and manages filing systems for various department records including personnel, legal, safety, and technical materials; maintains the security of confidential files as required.
• Researches, collects, and provides records for Public Records Requests.
• Enters staff reports into the City’s document management system for City Council meetings.
• Prepares, processes, and maintains all personnel and payroll records for department staff.
• Orders, issues and maintains departmental supplies and equipment; maintains inventory controls.
• Coordinates facility/building maintenance and repairs.
• Organizes, assigns, and reviews the work of other department clerical staff as assigned.
• Assists in preparing the departmental budget and controlling expenditures, coordinates the processing of purchasing documents.
• Responds to inquiries of a complex and technical nature requiring personal discretion and some familiarity with the subject matter.
• May prepare administrative reports by researching, assembling, and summarizing information and data.
• May perform any of the duties of an Administrative Assistant II including updating department websites and social media.
• Performs other related duties that may be reasonably expected as part of this classification.

WORKING CONDITIONS
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. SUPPLEMENTAL INFORMATION

• Administrative Supervisor
• Executive Assistant to the City Manager
• Administrative Assistant III
• Administrative Assistant I/II