Administrative Assistant

Application Deadline: Wednesday, November 18, 2026 at 10:00 a.m.

Tentative Interviews: Wednesday, December 16, 2026

The City of Paso Robles is excited to welcome an administrative assistant to our Community Development Department! This position supports the Building, Planning, and Engineering Divisions and offers a variety of responsibilities, from processing financial transactions to assisting residents, contractors, and businesses with City services.

We’re looking for an organized, detail-oriented team player who enjoys working with people, balancing different priorities, and keeping things running smoothly. If you’re ready to bring your skills to a role where every day brings a variety of tasks and opportunities to help others, we encourage you to apply!

About Paso Robles

Nestled in the heart of California’s scenic Central Coast, Paso Robles—short for El Paso de Robles, or “The Pass of the Oaks”—offers a unique blend of small-town charm, natural beauty, and modern opportunity. Originally founded around its famous mineral hot springs and rich agricultural heritage, Paso Robles has grown into a dynamic and thriving community. The region enjoys a Mediterranean climate with warm, sunny days and cool evenings, ideal for both outdoor living and agricultural innovation. With its rolling hills, majestic oak trees, and panoramic vineyard views, Paso Robles provides a truly inspiring setting for work and life.

Paso Robles’ central location within San Luis Obispo County offers residents easy access to a wide array of cultural, educational, and recreational attractions. Just a short 30-minute drive south lies California Polytechnic State University, San Luis Obispo (Cal Poly), a nationally ranked institution known for its hands-on learning and innovation. This proximity fosters strong connections to cutting-edge research, continuing education, and a highly educated talent pool. To the west, scenic Highway 1 leads to the iconic Hearst Castle in San Simeon, a historic landmark that draws visitors from around the world with its stunning architecture and sweeping coastal views. Within the county, residents can also enjoy the vibrant coastal towns of Morro Bay, Cambria, and Pismo Beach, as well as the eclectic energy of downtown San Luis Obispo. From wine tasting and hiking to art galleries, surf spots, and farmers’ markets, San Luis Obispo County offers an exceptional quality of life.

Today, Paso Robles is best known as a premier wine region, home to over 200 wineries producing world-class Zinfandels, Cabernet Sauvignons, and Rhône varietals. But wine is just the beginning. The city boasts a vibrant downtown filled with boutique shopping, award-winning restaurants, and a bourgeoning local arts scene. Cultural highlights include the Paso Robles Wine Festival, California Mid-State Fair, and a variety of community events that bring residents together year-round. A wide array of housing options, good schools, a welcoming business environment, and proximity to outdoor destinations make it an ideal place to live and work. Whether you’re a young professional, a growing family, or someone looking to make a lifestyle change, the City of Paso Robles offers the perfect balance of opportunity, community, and California charm.

The Organization

The City of Paso Robles was incorporated in 1889 as a general law city and operates under the Council-Manager form of government. As of January 1, 2025, the City's population has grown to approximately 31,061, reflecting consistent growth over recent years as more residents are drawn to the City's high quality of life, strong community identity, and comprehensive municipal services.

The City is a full-service municipality, meaning it provides a wide range of essential public services directly to its residents. These include police and fire protection, emergency medical response, water and wastewater utilities, parks and recreation, planning and development services, public works, and community enrichment programs. The City is committed to delivering responsive, effective, and efficient services that enhance the well-being of its residents and support a safe, sustainable, and vibrant community.

The governing body consists of a five-member City Council: the Mayor, elected at large by the voters of the City; and four Councilmembers elected by district. Voters also elect one City Treasurer at-large. All six elected positions are non-partisan. The City Manager, appointed by the City Council, serves as the Chief Executive Officer and is authorized to appoint all non-elected employees, with the exception of the City Attorney.

The City operates with a total annual budget of $148.5 million for fiscal year 2026-27 and employs 311.97 full-time equivalent positions across the departments of Administrative Services, City Manager’s Office, Community Development, Community Services, Fire and Emergency Services, Police, Public Works, and Utilities.

The Department

Community Development helps shape what Paso Robles looks like today and where it is headed tomorrow. From new neighborhoods and businesses to improvements that connect people and places, the department works with the community, property owners, developers, and City partners to turn plans into projects that become part of the community.

The following duties are typical of this classification. Incumbents may not perform all of the duties set forth below and/or may be required to perform additional related duties to address City needs and evolving business practices.

• Provides exemplary customer service by responding to inquiries from employees, contractors, vendors, outside agencies, and the public; explains departmental policies, procedures, forms, and processes; resolves routine issues and coordinates more complex matters with appropriate staff.
• Provides administrative support to supervisors, managers, and departmental staff by preparing correspondence, reports, presentations, forms, notices, and other documents using standard office software.
• Serves as receptionist for an assigned department or division by answering telephones, greeting visitors, screening inquiries, and directing individuals to appropriate staff or resources.
• Supports the City's customer service philosophy by assisting customers with accessing City services whenever possible and working collaboratively across departments to ensure customers receive accurate information and timely assistance.
• Composes routine correspondence independently and proofreads documents for grammar, spelling, formatting, completeness, and accuracy.
• Maintains calendars and schedules; coordinates meetings, training, travel arrangements, and related administrative activities.
• Organizes and tracks a variety of administrative assignments, projects, records, and deadlines.
• Performs administrative support for financial processes by reviewing, coding, and preparing invoices, warrant requests, billing information, purchase orders, contracts, and other related documentation; verifies accuracy and completeness and submits materials for approval and further financial processing.
• Receives, records, balances, and reconciles payments, receipts, deposits, refunds, and related financial transactions.
• Assists with budget tracking, expenditure monitoring, and the preparation of financial reports and supporting documentation.
• Establishes, maintains, and organizes electronic and physical records in accordance with records retention requirements.
• Maintains departmental databases, spreadsheets, tracking systems, and other records; enters, retrieves, updates, and verifies information.
• Researches records, compiles information, and prepares routine reports in response to requests and departmental needs.
• Assists with responding to requests for records by locating, gathering, organizing, and preparing records; tracking requests and deadlines; coordinating with department staff to identify responsive records; and maintaining documentation in accordance with applicable laws, City policies, and established procedures.
• Schedules and coordinates meetings, training sessions, conferences, and special events.
• Assists with departmental projects by researching information, compiling data, preparing reports, monitoring assignments, and tracking project status.
• Assists with board, commission, committee, or public meeting administrative support, including posting notices and maintaining records.
• Orders, inventories, and maintains office supplies, forms, and equipment; coordinates equipment maintenance and service requests.
• Receives, processes, distributes, and tracks incoming and outgoing mail, packages, and correspondence.
• Coordinates administrative activities with other City departments, outside agencies, vendors, consultants, and community organizations while maintaining effective working relationships.

Knowledge of:

• Modern office administrative practices, procedures, and equipment.
• Customer service principles and techniques.
• Records management, document retention, and filing practices.
• Business correspondence, report preparation, and document formatting.
• Principles and practices of bookkeeping, financial recordkeeping, and business arithmetic.
• Office software, including word processing, spreadsheet, presentation, email, and database applications.
• Organization and operation of municipal government and assigned department functions.
• Applicable City policies, administrative procedures, and laws relevant to assigned responsibilities.
• English usage, grammar, spelling, punctuation, and business writing.

Ability to:

• Perform a wide variety of administrative, clerical, financial, and customer service duties with accuracy and attention to detail.
• Interpret, explain, and apply departmental policies, procedures, and administrative guidelines.
• Prepare correspondence, reports, forms, spreadsheets, and other documents using standard office software.
• Organize, prioritize, and coordinate multiple assignments while meeting deadlines.
• Maintain accurate financial and administrative records.
• Perform mathematical calculations and reconcile financial information accurately.
• Research information, compile data, and prepare reports.
• Exercise tact, courtesy, and professionalism when responding to inquiries and performing assigned duties.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with employees, elected officials, contractors, vendors, outside agencies, and the public.
• Efficiently adapt to changing priorities, technology, software applications, and departmental needs.

Human Relations and Communications Skills
Requires frequent internal and external contact to carry out organizational programs, explain specialized matters, or enforce laws, ordinances, policies, and procedures. May include occasional contact with higher-level officials requiring cooperation, explanation, and persuasion.

Analytical Skills and Complexity

Performs standardized tasks and procedures that require basic analytical ability, such as comparing data, numbers, or facts to determine appropriate actions. Decisions are typically guided by detailed instructions and established guidelines.

Education and Experience
A typical way to obtain the required qualifications would be:

• Possession of a high school diploma or a General Educational Development (GED) certificate; and
• Two years of administrative, office support, or clerical experience.

Public sector experience is desirable.

Licenses and Certifications
Requires possession of the following:

• A valid California Class C driver license and a satisfactory driving record.

The full job description, including physical demands and working conditions, is available on the Job Descriptions page of the City’s website.

To be considered for this opportunity, applicants must submit a completed employment application and cover letter by the application deadline. Applications will be reviewed for accuracy, completeness, and job-related qualifications. A limited number of candidates whose qualifications most closely meet the requirements may be invited to participate in the selection process, which may include written, oral, and/or performance examinations.

This is a confidential recruitment. References will not be contacted until mutual interest has been established. All information provided in application materials is subject to verification. False statements may result in disqualification or discharge.

Appointment is contingent upon successfully completing a background investigation and criminal history check. Before beginning employment, applicants must provide documentation of identity and authorization to work in the United States, as well as a current DMV driving record.

Following appointment, employees must successfully complete a 12-month probationary period as the final phase of the appointment process.

The email address provided on the City application will be the primary means of communication regarding this recruitment. The City of Paso Robles participates in E-Verify. More information is available at www.PRCity.com/HR. For questions regarding the application process, contact Human Resources at (805) 237-3962 or Jobs@PRCity.com.

All persons employed by the City of Paso Robles are designated as disaster service workers as defined in the California Government Code section 3100 and 3101.

The City of Paso Robles provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local law.

The provisions of this bulletin do not constitute a contract.

Photos by @brittanyapp