Job Description

Posting number: 080726

Department: Public Works

Job classification: Part Time Administrative Assistant

Posting type: Open

Categories: Administrative Assistant

** This recruitment will close to further applications once the closing date is met, or once 60 applications are received, whichever comes first. **

This part-time Administrative Assistant role supports Public Works Fleet Operations by providing equal levels of client-facing service and administrative support. A typical day is split evenly between assisting clients and fleet staff with work order creation, coordination, and communication, and reviewing invoices, posting charges to work orders, and preparing documents for payment.

You will serve as a central point of contact for departments, vendors, and shop personnel—helping gather service details, clarify client needs, and relay information between office staff and technicians. At the same time, you will ensure financial and operational accuracy by reviewing invoices, verifying supporting documentation, entering data into our fleet management system, and supporting timely processing of invoices for payment.

The position works weekdays for approximately 4–5 hours per day during normal business hours Weekend work is not required. Remote work is not an option for this role.

This position is ideal for someone who enjoys interacting with people while also handling detailed administrative work. Strong communication skills, attention to detail, and comfort working in a fast-paced environment are essential.

Automotive or financial experience is helpful but not required, training will be provided.

You belong in Carlsbad:

The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

Examples of duties

Normal duties of this position include driving of a vehicle between City sites.

Qualifications

Knowledge of:

Ability to:

• Understand the administrative support role as facilitating the work of paraprofessional/technical staff
• Follow prescribed processes and procedures with minimal direction/supervision
• Proofread accurately under tight timelines
• Work successfully both independently and in a team environment
• Demonstrate excellent customer service skills
• Communicate professionally and effectively with staff at diverse levels of the organization as well as those outside the organization, orally and in writing
• Use modern office equipment and software

Supplemental information

Experience: Any combination equivalent to experience that could likely provide the required knowledge and abilities would qualify.

Education: Must have high school diploma or G.E.D.

A valid driver's license is required.