Administrative Assistant (Part Time)

About the Department

The City of Carlsbad is ideally situated in north San Diego County where a great climate, beautiful beaches and lagoons, and abundant natural open space combine with world-class resorts, family attractions, well planned neighborhoods, excellent schools, and a charming village atmosphere to create the ideal California experience. Covering nearly 40 square miles, the City of Carlsbad is currently home to about 115,000 residents. Thanks to an award-winning growth management plan, the city's infrastructure and services keep pace with development and promote an excellent quality of life.

Position Overview
The City Clerk’s Office is looking for a long-term candidate that appreciates the flexibility of part-time work. Responsibilities include a wide range of administrative duties with a heavy focus on records management and special legislative projects. Flexibility and adaptability is key in this fast-paced and dynamic work environment. Office atmosphere is business casual.

 Position logistics:

• Works approximately 20 hours per week (no more than 980 hours in a fiscal year July 1 - June 30)
• Desired schedule: Monday through Friday (some flexibility available based on department needs)
• Some flexibility required for occasional scheduling needs
• Flexibility offered for personal time off needs

You Belong in Carlsbad
The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

Position Duties

• Format and proofread documents
• Track expenses and activities using spreadsheets or other data management tools
• Provide meeting and event support 
• Organize and maintain documents and files 
• Perform data entry and validate data
• Run reports from established data sources
• Order office supplies
• Distribute mail
• Perform miscellaneous tasks as needed

This is an entry-level position. As the employee becomes more familiar with the organization and comfortable in the position, higher-level responsibilities and projects may be added to the workload, as needed/desired.

Minimum Qualifications

Knowledge of:

• Intermediate skills in Microsoft Office applications: Outlook, Word, Excel, and Teams required
• Intermediate skills in Adobe Acrobat
• Proofreading and editing techniques 
• Best practices in filing and records management
• Professional communication techniques, both oral and in writing

Ability to:

• Apply strong attention to detail in following established procedures
• Organize information on behalf of others
• Demonstrate excellent internal customer service skills and work effectively with staff at various levels of the organization 
• Understand and carry out oral and written directions, and ask clarifying questions when needed
• Work independently and act as a self-starter while being a strong team contributor
• Collaborate with others to solve problems and implement solutions
• Apply good judgement when limited information is available
• Be comfortable in an office environment structure
• Use modern office equipment

Other Qualifications

A high school diploma or G.E.D.

At least one year of office experience performing a variety of administrative duties required.

An associates degree or courses and training in areas related to the functions of the department such as specialized business courses, computer software for word processing, spreadsheet or database management, and customer service preferred.

Experience with Laserfiche preferred.

The city of Carlsbad has police and fire departments, water system, parks and recreation division, library and cultural arts division.