The South Pasadena Public Library is searching for a part-time Administrative Assistant!
This position is part-time, working up to 18 hours per week, typically Monday through Friday during regular business hours.
Experience with a governmental agency, preferably within a library setting is highly desirable.
Application Deadline: December 16, 2025 @ 11:59PM or 75 applications, whichever comes first.
Purpose
Under general supervision, provides general secretarial and clerical assistance to a department head; performs a variety of duties auxiliary to the work of the manager; and performs other related duties as required.
Distinguishing Characteristics
This class differs from the class of Secretary by its responsibility for assistance to a department head, the level and nature of contacts, and the complexity of the work performed. A Secretary performs less complex clerical work and/or is provided with more direct supervision.
Examples of Duties
Screens office and telephone calls, handling matters not requiring managerial or professional attention; schedules appointments; notifies involved parties, and ensures public meetings are properly noticed and advertised; and contacts agencies to exchange information.
Acts as secretary to commissions and boards; coordinates administrative processes for commission/board; prepares notices for posting and newspapers; gathers materials and prepares agenda packets; attends meetings and records proceedings; and transcribes recordings to prepare minutes of meetings.
Types a variety of documents, including periodic reports, ordinances, resolutions, and
correspondence from rough draft; assists in compiling data and finalizing reports; composes routine administrative correspondence; and compiles data from files for statistical surveys.
Assists with document processing for the unit; and provides and accepts forms and documents from the public.
Establishes and maintains a variety of files and cross-indexing systems for department and commissions/boards.
Supports manager by performing routine administrative functions such as checking time sheets, maintaining employee records, and preparing purchase orders.
Employment Standards
Education/Experience
Three years of responsible secretarial experience or any combination of training and/or experience that could likely provide the desired knowledge and abilities.
Knowledge Of
English usage, grammar, spelling, and punctuation; record keeping methods; filing systems; administrative procedures and City functions; business correspondence; and word processing software.
Ability To
Perform secretarial and clerical work involving independent judgment; establish and maintain working relationships with staff, City officials and community; type at a rate of 60 words per minute net; operate word processing software; and plan and organize work to meet deadlines.
Physical Demands
This is essentially a desk job. Physical demands include occasional lifting up to 10 pounds, some reaching, bending, walking, stooping, and squatting.
Working Conditions
Environment is generally clean with limited exposure to conditions such as dust, fumes, odors, or noise. Video terminal is used on a daily basis.
This recruitment may close, or be extended, at any time, without prior notice. Cover letter, resume and other attachments must be in PDF format.
Applications will be reviewed for depth and breadth of experience and, level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. Only complete applications or applications that meet the minimum requirements will be considered.
FLSA Status
Non-exempt
SELECTION PROCEDURE
This recruitment will be open until Tuesday, December 16th or close once a sufficient number of applicants are received, whichever comes first. Applicants are encouraged to apply early. The City reserves the right to extend the closing date or close this recruitment without notice. Individuals determined to be qualified and best aligned to the position will be invited to participate in the selection process.
How To Apply
To Apply:
Employment Applications are available online only. Please submit your completed application and attach copies of ALL certificates and licenses in PDF format.
www.governmentjobs.com/careers/spasadenaca
For technical support with your governmentjobs.com application, please contact (855) 524-5627.
EQUAL OPPORTUNITY
The City of South Pasadena is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of South Pasadena intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (626) 403-7239 or email
[email protected] City of South Pasadena is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work.
FAIR CHANCE ACT
The City of South Pasadena is committed to providing fair opportunities to all applicants, including those with a criminal history. Pursuant to the California Fair Chance Act, we will consider qualified applicants with a criminal history. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of South Pasadena has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. For more information about the Fair Chance Act, please visit https://calcivilrights.ca.gov/fair-chance-act
