7 Administrative Staff jobs in Temecula

THE CITY OF OCEANSIDE IS AN EQUAL OPPORTUNITY EMPLOYER. The City of Oceanside is seeking a highly motivated and detail-oriented Administrative Analyst I to join the City Clerk’s Office. This professional-level position plays a vital role in supporting legislative transparency, compliance with state and local laws, and the management of official city records and filings. The position involves direct responsibility for high-profile administrative functions that ensure the City’s accountability to the public and adherence to statutory requirements. The ideal candidate will have demonstrated experience with the Ralph M. Brown Act, California Public Records Act (CPRA), and California Political Reform Act, including oversight of the City’s electronic filing system for Statements of Economic Interests (Form 700). The candidate should possess a strong working knowledge of records management principles, meeting administration for boards, commissions, and committees, and digital systems such as Laserfiche. They must be capable of managing sensitive information, meeting strict legal deadlines, and providing exemplary service to elected officials, City staff, and members of the public. This position offers a unique opportunity to support the City Clerk’s core mission of promoting open and accessible government, while enhancing internal efficiencies and transparency in compliance with state law. About the City Clerk’s Office The City Clerk’s Office is a central hub for municipal transparency, ethics compliance, records management, and legislative support. The office is responsible for maintaining the official record of all City proceedings, coordinating local elections, ensuring public access to City information, and supporting the City Council, advisory bodies, and City departments in upholding open government standards. Why Join Us? By joining the City Clerk’s Office, you will: Contribute to good governance and public trust Gain specialized experience in local government transparency and compliance Be part of a highly collaborative and ethics-driven team Work in a fast-paced environment with diverse responsibilities and opportunities for professional growth The Administrative Analyst I in the City Clerk’s Office will be responsible for the following duties: Coordinate and support the preparation, posting, and distribution of agendas, minutes, and public notices in accordance with the Ralph M. Brown Act Facilitate and track appointments, terms, and rosters for City boards, commissions, and committees Manage the City’s electronic filing system for Statements of Economic Interests (Form 700), ensuring full compliance with the Political Reform Act Process and respond to California Public Records Act requests within statutory deadlines Oversee records archiving and retention schedules, including scanning, indexing, and retrieving official documents using Laserfiche Conduct research, prepare staff reports, and draft correspondence and procedural manuals Assist in election administration, such as candidate filings and local campaign disclosures Support transparency initiatives and departmental projects, including training coordination and policy development Provide professional customer service to elected officials, internal departments, and members of the public regarding open government practices and legislative procedures Knowledge of : Public administration policies, practices and procedures, including personnel and fiscal management procedures. Statistical and research methods. Administrative survey techniques. Computer applications related to analysis. Ability to : Interpret, analyze and solve operating problems of organizational and administrative nature. Collect and evaluate data, draw valid conclusions and project consequences of various alternative recommendations. Operate personal computer with proficiency and familiarity. Communicate effectively, orally and in writing. Prepare complex reports and analysis. Maintain effective relationships with those contacted during the course of work. Reason logically to analyze and solve operating problems. Experience and Training Experience : A minimum of one year of professional level experience in administrative or management analysis. Training : A bachelor's degree or higher in public administration, business administration or a closely related field. License : A current, valid, California driver’s license. Highly Desirable Qualifications Working knowledge of: The Ralph M. Brown Act The California Public Records Act The California Political Reform Act Experience managing electronic Form 700 filings using systems such as NetFile or SouthTech Proficiency with Laserfiche or comparable document management systems Familiarity with municipal boards and commissions operations , appointment processes, and public meeting logistics Experience preparing reports, analyzing procedures, and ensuring legal compliance in a local government environment Environmental Conditions : Office environment; exposure to computer screens. Physical Conditions : Essential functions may require maintaining physical condition necessary for sitting and standing for prolonged periods of time; speaking and hearing to exchange information; visual acuity to read and interpret information. Selection Process : All properly completed applications and supplemental questionnaires will be reviewed and the most appropriately qualified individuals will be invited to continue in the selection process. Failure to provide all required application material will result in disqualification from the selection process. The process may include any combination of a written exam, oral exam, and/or skills assessment to further evaluate job related experience and skills. Candidates who successfully complete the selection process will be placed on an eligibility list and will remain eligible for employment consideration for a minimum of six months. Note: Must successfully complete a background investigation, polygraph examination, psychological examination, and a medical examination which may include drug screening. RESUMES ARE NOT ACCEPTED IN LIEU OF COMPLETED APPLICATION FORMS, BUT MAY BE ATTACHED. CANDIDATES WHO REQUIRE A RESONABLE ACCOMMODATION IN THE SELECTION PROCESS SHOULD STATE THEIR NEEDS IN WRITING WHEN SUBMITTINIG AN APPLICATION. THE PROVISIONS IN THIS BULLETIN DO NOT CONSITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE. #J-18808-Ljbffr

Records Administrative Assistant. Salary: $34.2876/hour - $5.9486/hour ( 71,318.21 - 95,573.09 annually) Recruitment Open Until Filled. Initial screening 7/21/25 Summary/ Objective. Under administrative direction, this position assists the City Cle Administrative Assistant, Records, Administrative, Assistant, Operations, Management

1. Organize, file, and maintain paper and digital records in accordance with established systems and retention schedules.
2. Input and update data accurately in records databases or document management systems (Laserfiche).
3. Retrieve, scan, and distribute records and documents.
4. Assist with archiving, record destruction processes, and audits.
5. Monitor incoming and outgoing records to ensure proper handling and tracking.
6. Maintain confidentiality and security of sensitive information.
7. Respond to internal and external records requests in a timely and professional manner.
8. Assist with inventory management of files and records supplies.
9. Support compliance with records management policies, legal, and regulatory requirements.
10. Perform general administrative tasks such as data entry, photocopying, filing, and mail processing.
11. Collaborate with other departments to ensure records are properly categorized and stored.

• Medical Insurance coverage up to 3,000.00/mo for employees and eligible dependents. Rates are age-based
• Dental and Vision Insurance - City pay month premium for employees and eligible dependents
• HRA Medical Reimbursement - City reimburse employees for eligible expenses up to 2,000.00 per fiscal year. If hospitalized, employees are eligible for an additional 2,000.00 per fiscal year
• Life Insurance - City pay up to 100,000.00 based on annual salary
• Accidental Death & Dismemberment - City pay up to 100,000.00 based on annual salary
• Public Employees Retirement System (PERS)
• Vacation Leave - 80 hours accrued annually
• Sick Leave - 96 hours accrued annually
• City contribution to a 401(a) plan up to 2% of employee annual salary.
• 13 paid holidays (11 holidays, 2 floating holidays)
• Credit Union
• Employee Assistance Program
• Tuition Reimbursement for job related degree or course up to 7,500.00 per fiscal year.

• The City does not participate in the Social Security program, except for the mandatory 1.45% Medicare contribution for all regular positions.
• Public Employees Retirement System (PERS) - 2% @ 55 for employees who are considered a "classic " member of Cal PERS or a current member of another California public retirement system who is hired on or after January 1, 2013;
• Public Employees Retirement System (PERS) - 2% @ 62 for an employee who becomes a "new " member of Cal PERS for the first time on or after January 1, 2013 (and who was not a member of another California public retirement system prior to that date.)

• High School, GED, or equivalent.
• Training or Certification
• Some College
• Associates
• Bachelors
• Masters or above.

• Yes
• No

• None
• Less than 6 months
• 6 months - 1 year
• 1 - 3 years
• 3 - 5 years
• More than 5 years

• Yes
• No

• Yes
• No

JOB TITLE: PROGRAM AIDE
DEPARTMENT: PROGRAM
STATUS: FULL-TIME

SALARY: $18.00 / hour

IMMEDIATE SUPERVISOR: CENTER ADMINISTRATOR

ABOUT THE ARC

The Salvation Army (TSA) Adult Rehabilitation Center (ARC) is a no-fee program to assist men & women in their journey to complete our rehabilitation program. We are grateful for the contributions our valued employees make toward the maintenance and effectiveness of the programs. The organization is indebted to and dependent on the diligence and devotion of its employees.

EMPLOYEE BENEFITS OFFERED

* Opportunity for career growth

* Paid time off

* Employee Discounts

* Medical, Dental, and Vision

* Retirement Plan

* AFLAC

* Employee Assistance Program (EAP)

QUALIFICATIONS:

* High school graduate or equivalent.

* Must hold a valid Driver's license, able to pass MVR report (required), able to show proof of insurance and have
access to a motor vehicle.

* Able to operate basic office machines including computer, photocopier, time clock, and telephone.

* Knowledge of Microsoft Office programs, MSWord, Excel, and Access with ability to learn additional software as appropriate.

* Ability to spell correctly and edit correspondence for correct grammar and usage of the English language.

* Ability to track on multiple tasks efficiently, completing each in a professional and timely fashion.

* Professional judgment and integrity in holding in confidence all information pertaining to beneficiaries, beneficiary families, and co-workers.

* Commitment to support and apply the philosophy and goals of The Salvation Army Adult Rehabilitation Center Program and the ARC Mission Statement.

* No evidence of existing chemical dependency.

* If in recovery, shall be free of and have had at least one year free of any chemical abuse or dependency.

* Must pass a background check, which will include Criminal History and Sex Offender Registry.

ESSENTIAL JOB DUTIES:

1. Perform a variety of administrative tasks as directed by ARC Administrator including: typing, mailing and/or emailing correspondence; developing and maintaining contact and service provider/referral lists; creating agendas and keeping minutes for boards, councils, committees and other meetings; greeting visitors, beneficiaries, and staff courteously and directing them appropriately; answering telephone calls and taking messages for Rehabilitation Services staff; answering basic questions about Program; scheduling appointments for ARC Administrator; sorting and routing mail and other correspondence to appropriate personnel or beneficiaries.

2. Assist with processing new beneficiary applications. Assist Intake Coordinator by checking BITS and Megan's Law, taking photos for badges, and administering drug tests for applicants of the same gender when necessary. Filling in when Intake Coordinator is out of the office.

3. Prepare and maintain all beneficiary files including regular update of computer database (BITS). Ensure security of beneficiary files and maintain a log of all files checked out for use by staff or interns.

4. Maintain Transitional Housing files and compile weekly reports.

5. Process discharge summaries and forward data to appropriate agencies and/or individuals.

6. Operate and maintain office equipment in proper working order. Prepare work orders, supply orders, requests for service, etc. as needed or requested in a timely manner.

7. Maintain organizational chart and various manuals used by the Rehabilitation Services Department

8. Prepare and maintain lists for scheduled activities and personnel as needed including Gratuity Lists, Group Rosters, Counseling assignments and schedules, passes etc. as delegated and required.

9. Assemble and prepare all necessary documents for Weekly Case Conference, prepare agenda for case conference, and prepare conference minutes. Attend and take minutes of all Case Conference and Rehabilitation Services Staff meetings. Attend other meetings as requested. Maintain up-to-date conference minutes.

10. Prepare all reports as required by the Administrator including monthly center stats if assigned.

11. Assist with program research projects as assigned.

12. Oversee front desk operations, scheduling of interns, and ensure posting of daily classes and activities.

13. Serve as a role model for all beneficiaries regarding behavior in beneficiary care areas.

14. Assure that safety measures are established and maintained consistent with ARC policy and governmental regulations.

15. Maintain confidentiality in accordance with established policies and laws to help maintain the integrity of the total program.

16. Oversee all aspects of beneficiary food stamp application and the processing of cards with bookkeeper. Build a strong relationship with Social Services office. Provide all monthly paperwork required to maintain The Salvation Army Adult Rehabilitation Center's eligibility to receive food stamps.

17. Prepare and serve on the Review team for Beneficiary Three and Five-month reviews if assigned

18. Prepare certificates and awards for Wednesday graduation ceremonies.

19. Perform other duties as assigned by the ARC Administrator.

20. Any/all overtime must have the written approval by Administrator.