Administrative Assistant

Job Description:

Administrative Assistant

Description

Definition

The current two (2) vacancies are in the City Manager's Office and the IT Department.

*This recruitment may be used to establish an eligibility list for this citywide classification for up to one year.*

THE CITY
The City of Milpitas is home to family-centered communities that embrace cultural diversity, quality schooling, and conveniently located neighborhood parks and shopping centers. Milpitas has an ethnically diverse array of retail and restaurants, and major regional retail destinations that attract shoppers from beyond the city. With over 40,800 jobs and 39,600 employed residents, Milpitas is a jobs rich community and is often called the “Crossroads of Silicon Valley”. Once a small agricultural town and later a stopover point for travelers between Oakland and San Jose, Milpitas has blossomed into one of the world’s premier computer and semiconductor producers.
To learn more, visit This Is Milpitas.

THE POSITION
Under direction, performs a variety of confidential, administrative and secretarial duties for a department head and associated supervisory and professional staff. This class is distinguished from other office support classes by the level of secretarial and administrative support duties which are provided for a designated department head. These duties require the frequent use of tact, discretion, independent judgment and initiative. Incumbents work under direction of the department head and may exercise lead supervision over other office support staff.

THE DEPARTMENTS

City Manager's Office: One (1) vacancy

The City Manager's Office (CMO) oversees the day-to-day operations of the City, ensuring services are delivered effectively, efficiently, and in alignment with City Council policy and direction. The CMO provides executive leadership, promotes high standards of ethics, transparency, and professionalism, and serves as a central point of contact for residents, businesses, and elected officials.

The ideal candidate for Administrative Assistant in the CMO is an experienced administrative professional who can manage and prioritize a wide range of tasks while exercising tact, diplomacy, and sound judgment. Success in this role requires strong communication skills, proficiency in the Office 365 suite, experience supporting budget processes, and the ability to work collaboratively with internal departments, executive leadership, and community stakeholders.

Information Technology Department: One (1) vacancy

The Information Technology (IT) Department provides comprehensive technology services to support all City operations. The department manages secure and reliable network infrastructure, enterprise applications, telecommunications systems, cybersecurity, GIS, and IT helpdesk services. Focused on efficiency, innovation, and customer service, the Information Technology Department plays a strategic role in modernizing city services and ensuring responsive technology support for our employees and departments.

The ideal candidate for the Administrative Assistant position in the IT Department is a highly organized, detail-oriented professional who demonstrates strong administrative, analytical, and communication skills. This position is responsible for performing a wide range of administrative functions, including contract management, invoice processing, procurement coordination, vendor communication, and assisting department leadership with budget preparation and financial analysis, among other related duties. The ideal candidate will possess exceptional interpersonal skills, sound judgment, proficiency with the Office 365 suite, and the ability to manage multiple priorities in a professional and confidential manner that supports the department’s overall efficiency and effectiveness.

Examples of Duties

Duties may include but are not limited to the following:

• Provide varied complex, responsible and confidential administrative assistance
• for a department head including personnel evaluations and notices of disciplinary action.
• Receive and screen telephone calls and visitors to provide information, take messages and resolve complaints.
• Organize and maintain general and confidential files.
• Respond to letters and general correspondence of a routine nature, independently.
• Type letters, reports and memoranda using word processing or computer equipment; review and edit finished documents.
• Make travel arrangements, maintain appointment schedules and calendars, and make arrangements for meetings and conferences.
• Interpret and apply administrative and departmental policies, laws, rules and procedures.
• Compile data and prepare reports and special documents as assigned.
• Supervise, initiate and maintain a variety of records and files including confidential materials.
• Handle service requests received from the public; refer as appropriate.
• Screen mail and distribute to department staff.
• Attend meetings, take notes and prepare summaries.
• May provide lead direction, training and review of work of office support staff.

Typical Qualifications

EDUCATION AND EXPERIENCE

• Education: High school diploma or equivalent
• Experience: Three (3) years of general clerical or office support experience

Supplemental Information

Panel interviews via Zoom are tentatively scheduled for the week of May 25, 2026

SELECTION PROCESS
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Supplemental Questionnaire. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.
Please note: The examination process (including dates) may be changed as deemed necessary by the Human Resources Department. Meeting the minimum requirements listed in this job description does not guarantee advancement in subsequent phases of the selection process.

HYBRID SCHEDULE
This position may be eligible for one (1) remote / work from home day per week.

SPECIAL REQUIREMENTS:
Essential duties require the following physical abilities and work environment:
Ability to work in a standard office environment; able to travel to various locations within and outside the City of Milpitas.

In compliance with the Americans with Disabilities Act, the City of Milpitas will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Human Resources Department.

The City of Milpitas is an Equal Opportunity Employer.

RETIREMENT
Membership in CalPERS (2% at 60 or 2% at 62 with three year average salary). City of Milpitas employees do not participate in Social Security,but do contribute to Medicare.

MEDICAL INSURANCE
Choice of CalPERS Medical Plans. City pays coverage up to the Kaiser rate (currently $2,228.36/mo. for family). Employees who waive health coverage are eligible to receive $125 per month in lieu of medical plan coverage with proof of other coverage.

RETIREE MEDICAL
Employees are eligible upon CalPERS retirement from the City to receive up to 100% retiree medical coverage (currently based on the Kaiser health rate), based on years of service.

DENTAL & VISION
City provides full family coverage for Delta Dental and MES Vision at no cost to the employee.

LIFE INSURANCE
City provides $50,000 term policy. Supplemental employee-paid life insurance is available up to $500,000, based on carrier acceptance.

DISABILITY INSURANCE
City provides a Short-Term Disability plan similar to State Disability Insurance (SDI) coverage. Employees do not participate in SDI. Long-Term Disability coverage of 60% of base salary up to $1,500 per month is available after a 60-day waiting period. Additional buy-up options for LTD are available up to $6,000 per month.

DEFERRED COMPENSATION
City contributes $75 per month on the employee's behalf.

VACATION
Hourly employees earn 11-31 days of vacation and Exempt employees earn 16-36 days of vacation based on years of service.

HOLIDAYS
Employees receive 12 paid holidays and one (1) floating holiday per year.

SICK LEAVE
Employees earn 12 days annually.

TUITION REIMBURSEMENT
Employees are eligible to receive up to $2,000 per fiscal year in tuition reimbursement.

FITNESS PROGRAM
Employeesare offered free access to City-sponsored sports and fitness programs.

The City also offers a flexible spending benefits plan, employee assistance program, and other voluntary insurance. Contact Human Resources (HR) at 408-586-3090 or https://www.milpitas.gov/245/Benefits for more information on employee benefits.

Closing Date/Time: 4/22/2026 11:59 PM Pacific

Salary:

$90,184.90 - $109,619.90 Annually