Palm Desert, California
Santa Ana, California
Posted: 21-Apr-26
Location: Sacramento, California
Type: Full Time
Salary: $45,510.40 - $62,836.80
Categories:
Preferred Education:
Overview
We are seeking a reliable, detail-oriented, and highly organized Administrative Assistant to join our team! This key position plays an essential role in supporting daily District operations and ensuring the office runs smoothly and efficiently. The ideal candidate is professional, adaptable, and service-oriented, with strong communication and organizational skills. As the first point of contact for the District, you will greet visitors, manage incoming calls, support accounting and payroll functions, and provide a wide range of administrative support to agency executives. If you thrive in a multi-tasking environment and enjoy variety in your work, this is an excellent opportunity to make a meaningful impact. Previous public agency experience is highly desired!
Duties
- Greet visitors and serve as the District’s receptionist, providing courteous and professional customer service in person and on the phone
- Answer and route incoming calls, respond to general inquiries, and direct visitors or callers to appropriate staff
- Open, sort, and distribute incoming and outgoing mail and other correspondence
- Review, audit, and process invoices, purchase orders, and receipts to support accounts payable and payment processing
- Assist with bi-weekly payroll processing, maintain employee pay records, and respond to payroll-related questions
- Accurately processes A/P, A/R, and assists with financial and accounting recordkeeping
- Maintain accurate physical and digital filing systems for records, documents, and reports
- Track staff time, expenses, and billing information for invoicing purposes
- Assist with the preparation of Board meeting materials and general office projects
- Support office operations by monitoring supply inventory and coordinating replenishment as needed
- Assist with website updates, document scanning, and special administrative projects
- Provide administrative support during emergency operations, including extended or weekend shifts as needed
Join our team and play a vital role in supporting public services that make a difference in the community. This is a non-exempt position offering a collaborative work environment, meaningful responsibilities, and the opportunity to build on your administrative and accounting skills.
Experience & Qualifications
- High school diploma or equivalent, plus two (2) years of administrative or accounting support experience
- Strong organizational skills with the ability to manage multiple tasks and meet deadlines with accuracy
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general office technology
- Basic knowledge of accounting, bookkeeping, payroll support, and recordkeeping practices
- Excellent communication skills and professional phone etiquette
- Ability to exercise discretion, maintain confidentiality, and work independently within established procedures
- Experience in a public agency or accounting environment is a plus, but not required
- Valid California Class C driver’s license
