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Management Assistant

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Position Number: 7261576
Location: Gilroy, CA
Position Type: Other Administrative Positions

MANAGEMENT ASSISTANT (CONFIDENTIAL)

ADMINISTRATION DEPARTMENT

Salary Range: $6,363.67 - $8,954.25 Monthly Plus Excellent Benefits
Additional steps (Step F, Step G, and Step H) included in the salary range listed above are available to employees in this job classification after completion of five years of service (Step F), ten years of service (Step G), and 15 years of service (Step H), and one year at the prior step, and good performance evaluation. Initial salary placement is typically at the entry point of the range unless the candidate has prior experience which may warrant initial placement at a higher step.

Enjoy a 9/80 work schedule with every other Friday off. This full-time position is based on-site and plays an active role in supporting department operations; remote work is not available for this position.

The City of Gilroy is an equal opportunity employer and supports workforce diversity, equity, inclusion, and belonging. Join our team!

ABOUT THE POSITION

Are you a highly organized professional who thrives in a dynamic environment? Do you have a passion for providing exceptional administrative support and making a meaningful impact in your community? The City of Gilroy is currently recruiting for a full-time Management Assistant to support the Administration Department.

In this challenging role, the Management Assistant will operate under the direct supervision of the Assistant City Administrator, offering extensive administrative support to the team. We're seeking an individual with exceptional organizational skills, acute attention to detail, and a knack for efficiency. The position offers experience in municipal administration, records and contract processing, budget support, meeting coordination, customer service, and cross-departmental operations. It provides exposure to public sector procedures, workflow improvement, and increasingly independent administrative assignments.

ABOUT THE DEPARTMENT

The City Administration team values collaboration, innovation, accountability, and service excellence. Team members work closely together, sharing knowledge and perspectives to address challenges, improve processes, and support City priorities. The team encourages open communication, professional development, and continuous learning to ensure employees have the tools and knowledge needed to succeed. With a focus on preparedness, problem-solving, and effective public service, the team is committed to delivering meaningful results for the organization and the Gilroy community.

WHY THIS IS A GREAT JOB AND PLACE TO WORK

The City Administration team is a great place to work for individuals interested in local government and public service. Team members can work on a variety of projects and collaborate with departments across the organization. You will gain experience in how the City teams service the community. The team values collaboration, accountability, professionalism, and continuous improvement. Although this is an entry-level position, it requires demonstrated experience in administrative support or a similar office environment.

THE IDEAL CANDIDATE WILL

Have experience working in a public sector or professional office environment.
Demonstrate exceptional customer service and create a welcoming experience for residents, employees, and community partners.
Be highly proficient with modern office technology, including spreadsheets, databases, word processing, and presentation software.
Thrive in a collaborative team environment and values professionalism, partnership, and positive working relationships.
Successfully manage projects from initiation to closure, ensuring they are completed on time and within requirements.
Have a positive "can-do" attitude with a friendly and approachable demeanor when interacting with others at work.
Possess great organizational and prioritization skills and be detailed oriented with excellent time-management skills.
Have excellent written and verbal communication skills, with the confidence to communicate effectively at all levels of the organization.
Be flexible and adaptable to changing priorities and interruptions throughout the workday.
Excel in a fast-paced, demanding work environment and able to take on new tasks with minimal training.
Be energetic and excited to perform assigned work and open to accepting new challenges.
Have experience researching contract services and supply needs, developing contract terms and draft requests for proposals, and securing bids for contract administration.
Make a commitment to the Management Assistant position and department for at least three years given the training and orientation involved with this position.

Data collection and collation: Conduct research and gather data related to financial, operational, programmatic, legislative, performance and any other matter assigned. This data may be qualitative or quantitative, including statistical data. Collate data into forms useful for analysis. May preform basic analysis on data.
Contract administration: research contract services and supply needs; may develop contract terms, draft requests for proposals, and secure bids.
Confer with members of the public to explain procedures and policies pertaining to City/departmental/division activities.
Interact and communicate with a variety of groups and individuals, including line staff, division managers, department heads, City Council members, the public and professional peers.
Manage calendars for select executive and/or manager position(s).
Maintain knowledge of public administration and organization principles and practices, applicable ordinances, laws and regulations.
Establish, administer and maintain a variety of files (sometimes confidential), official records and programs.
Type letters, reports and other documents; proofread and compare records and reports; provide clerical support for department managers and supervisors.
Process and direct incoming and outgoing mail.
Establish and maintain a variety of mailing lists.
May design, prepare and assemble a variety of forms, folders, agendas, packets, brochures, fliers and announcements and arrange for distribution.
Greet the public and provide assistance using proper customer service procedures.
Answer telephone, provide information in response to inquiries, directing calls as needed in a courteous and professional business manner. Make outgoing calls as necessary, including, but not limited to returning calls, requesting information, and performing telephone surveys.
May pick up and/or deliver documents to other offices/agencies.
Operate a wide variety of common office machines including telephone, Multi-Function Machine, calculator or adding machine, postage meter and scale, copier, word processor/personal computer, laser jet printer, fax machine, microfiche reader/printer, optical character reader, lettering machine, blueprint machine, dictation/transcription equipment, and binding machine. May operate two-way radio and associated equipment.
May utilize specialized software programs.
May be required to attend California Notary Public certification training, attain California Notary Public certification, and perform Notary Public duties in support of all city departments.
Participate in training and enrichment programs, may train others.
May attend meetings as directed and may record and transcribe summary minutes. May forward pertinent information to Department staff.
May be required to attend evening meetings and/or work occasional evenings or Saturdays, or prepare commission/board/committee agendas following proper formal meeting procedures.
May make necessary arrangements for meetings.
Perform other related duties as required.

QUALIFICATIONS

Any combination of education and experience equivalent (equivalency determined at the sole discretion of the City of Gilroy) to a Bachelor's degree from an accredited college or university with major course work in Public Administration, Political Science, Business Administration, Statistics, Economics, or a closely related field and some prior related local government work experience such as an internship or fellowship is qualifying. One and a half years of directly related work experience may substitute for one year (30 semester units) of college education.
Strong experience in utilization of computers including word-processing, spreadsheet, database, presentation (PowerPoint) and e-mail communication applications.
Possess and maintain a valid California Driver License and a safe driving record necessary to operate assigned vehicle(s).
If not already possessed, may be required to obtain and maintain Commission as a Notary Public from the State of California.
Willingness to continue education and training by learning new skills as changes occur.
Pass an employment background check to include a Department of Justice criminal record check.
May be required to pass a post-offer medical examination, which includes a drug test.
Prefer non-tobacco user.
Bilingual (Spanish/English) desired, but not required.

APPLICATION PROCESS

If you are interested in pursuing this exciting career opportunity, please attach and submit the following required items with your NEOGOV application:

A completed City of Gilroy online application including supplemental responses.
A list of three (3) professional references.
A cover letter explaining your interest in the position with the City of Gilroy is required
A detailed resume that highlights your related skills and experience is required

City Application Form - Candidates must complete the NEOGOV City of Gilroy application form for this position and submit online. Please prepare attachments prior to completion of the NEOGOV application as incomplete applications will not be accepted.

Apply Online: Go to https://www.governmentjobs.com/careers/cityofgilroy. You can apply online by clicking on the job title you are interested in and clicking on the "Apply" link. After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can import your resume from LinkedIn, upload it from a saved document on your computer, or manually enter your personal information. This application will be saved and used to apply for future job openings.

Recruitment Schedule - Key Dates*

Application Closing Date: June 30, 2026
First Round Oral Board: July 16, 2026
Final Interview: TBD

(*Note: The examination process/schedule may be changed as needed by the City.)

Only complete application packets will be reviewed. Only the most qualified applicants with the most relevant experience and education will be invited to continue in the selection process. In addition, final candidates for the position are required to pass an employment background check, State of California Department of Justice criminal records check, medical evaluation, and drug screen (includes testing for psychoactive marijuana metabolites), given at the City's expense, prior to appointment. If special accommodations are necessary at any stage of the selection process, please contact the Human Resources Department right away 408-846-0228.

Attention: Communication regarding your status in this recruitment process will be conducted via e-mail. Be sure to include an e-mail address on the employment application. Applicants are responsible for notifying Human Resources of any changes to an e-mail address and/or other contact information.

THE CITY OF GILROY IS AN EQUAL OPPORTUNITY EMPLOYER AND SUPPORTS WORKFORCE DIVERSITY.