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Senior Administrative Specialist I-II
JOB
Only online applications will be accepted for this position and must be received by 5:00 p.m. on Tuesday, April 28, 2026. Currently, there is one (1) vacancy in the Information Technology Department. The eligibility list established from this recruitment may be used to fill other vacancies as they occur. Applicants appearing best qualified based upon a review of the application and responses to supplemental questions will be invited to participate in the testing process. Selected candidates are typically placed at the entrance of the salary range, and depending on qualifications, may be placed up to the midpoint of the range. This position works a 5/40 work schedule from 8:00 a.m. to 5:00 p.m. This position is fully in-person, with no hybrid or telecommuting options. For our City's Benefits, please visit: City of El Segundo Benefit Summary and El Segundo City Employees' Association for this position's MOU.Senior Administrative Specialist I: $5,399.11 - $6,562.65 monthlySenior Administrative Specialist II: $5,959.61 - $7,243.94 monthlyDEFINITION: 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.
EXAMPLE OF DUTIES
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 staffMay 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.
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.
Only online applications will be accepted for this position and must be received by 5:00 p.m. on Tuesday, April 28, 2026. Currently, there is one (1) vacancy in the Information Technology Department. The eligibility list established from this recruitment may be used to fill other vacancies as they occur. Applicants appearing best qualified based upon a review of the application and responses to supplemental questions will be invited to participate in the testing process. Selected candidates are typically placed at the entrance of the salary range, and depending on qualifications, may be placed up to the midpoint of the range. This position works a 5/40 work schedule from 8:00 a.m. to 5:00 p.m. This position is fully in-person, with no hybrid or telecommuting options. For our City's Benefits, please visit: City of El Segundo Benefit Summary and El Segundo City Employees' Association for this position's MOU.Senior Administrative Specialist I: $5,399.11 - $6,562.65 monthlySenior Administrative Specialist II: $5,959.61 - $7,243.94 monthlyDEFINITION: 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.
EXAMPLE OF DUTIES
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 staffMay 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.
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.
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