City of Benicia

Administrative Secretary

SALARY

$30.81 - $37.45 Hourly

$5,340.98 - $6,491.99 Monthly

$64,091.76 - $77,903.88 Annually

LOCATION

Fire Station 11 - 150 Military West, CA

JOB TYPE

Full Time

JOB NUMBER

26/27 #12

DEPARTMENT

Fire

OPENING DATE

10/15/2026

CLOSING DATE

11/15/2026 5:00 PM Pacific

SALARY

$30.81 - $37.45 Hourly

$5,340.98 - $6,491.99 Monthly

$64,091.76 - $77,903.88 Annually

LOCATION

Fire Station 11 - 150 Military West, CA

JOB TYPE

Full Time

JOB NUMBER

26/27 #12

DEPARTMENT

Fire

OPENING DATE

10/15/2026

CLOSING DATE

11/15/2026 5:00 PM Pacific

Definition

EXCELLENT BENEFITS!! ** HIGHLY DESIRABLE 9/80 SCHEDULE

****DON'T WAIT APPLY TODAY! ****

This recruitment is being conducted to establish an eligibility list for future vacancies.

Are you a highly organized, resourceful professional who thrives in a fast-paced environment and wants to make a meaningful impact in public service?

The City of Benicia is seeking a skilled and proactive Administrative Secretary to support the Fire Department, providing essential administrative and operational support to department leadership and staff who serve and protect the community. From coordinating critical administrative functions and managing complex projects to supporting budgets, preparing reports, and ensuring effective communication, this position plays a vital role in keeping the department running efficiently. The ideal candidate is detail-oriented, exercises sound judgment, handles sensitive information with discretion, and is committed to supporting the Fire Department’s mission of delivering responsive, professional, and effective service to the Benicia community.

Important Dates:

Application Review:

Monday, November 16, 2026

CPS Computer Test:

Tuesday, December 1, 2026**

CPS Computer Test:

Wednesday, December 2, 2026**

Oral Board:

Thursday, December 10, 2026

Department Interview:

Thursday, December 17, 2026

**These dates are subject to change; currently the test is scheduled for 2:00 PM.

Distinguishing Characteristics

To provide highly responsible secretarial support to a department head; to perform a variety of highly responsible administrative and secretarial duties of a routine analytical nature in support of a department; to provide complex clerical and administrative support duties for specific functional areas; and to perform a variety of technical tasks relative to assigned area of responsibility.

Representative Duties / Qualifications

Duties may include, but are not limited to, the following:

Perform a wide variety of complex, responsible, confidential clerical, secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support.
Recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; and, recommend and implement office policies and procedures.
Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; and, prepare various reports on operations and activities.
Research, compile and analyze background data for executive management or City Council; perform administrative projects for management personnel; prepare independent draft reports and documentation; and, maintain records and files regarding department administrative activities.
Provide follow up to assignments given to management and operations staff by executive or management staff; provide status reports to executive staff.
Interpret and explain City and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department objectives.
Coordinate the department-wide City Council and Commission agenda process; review staff reports for quality and completeness including spelling and grammatical errors; ensure related attachments and exhibits are included; and, coordinate agenda process with City Manager's office.
Participate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures; and, track and reconcile bills; monitor grants including budget and compliance issues.
Independently respond to letters and general correspondence not requiring the attention of executive personnel; review mail and evaluate mail to identify those items requiring priority attention.
Receive and screen telephone calls including complaints, and provide assistance to callers and visitors using judgment as to those requiring priority attention; answer questions and provide information to the public; and, investigate complaints and recommend corrective action as necessary to resolve complaints.
Coordinate and make travel arrangements; maintain appointment schedules and calendars; and, schedule, arrange, attend and/or assist with meetings, seminars and conferences.
Provide secretarial/administrative support for assigned task forces, commissions, committees and boards including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
May supervise assigned staff; plan, prioritize, assign, and review the work of staff involved in providing clerical support; conduct employee evaluations; may participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; recommend disciplinary action and implement discipline procedures as directed.
Order, track and purchase supplies for administrative operations; perform accounting clerical functions related to ordering supplies, equipment and services.
Maintain time card and payroll records; prepare, update and process personnel action forms, employee data sheets, and position control sheets; maintain departmental records for management personnel including employee evaluations and disciplinary actions.
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
Perform related duties as assigned.

Knowledge of:

Principles and practices of routine analytical research and project coordination.
Modern office equipment, methods, procedures, and computer hardware and software with emphasis on word processing and spreadsheets.
English usage, spelling, grammar and punctuation.
Principles of lead supervision and training.
Principles of budget monitoring.
Techniques and principles of effective interpersonal communication.
Principles and methods of business letter and report writing.
Pertinent local, State and Federal laws, codes, ordinances, City functions, policies, rules and regulations.

Ability to:

Organize, plan, schedule and implement administrative and clerical operations and related special projects.
On a continuous basis, know and understand all aspects of the job; organize work papers, intermittently, review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
On a continuous basis, sit at desk and/or stand for long periods of time; intermittently twist and bend to reach office equipment; use simple grasping and fine manipulation; and write or use a keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.
Understand the organization and operations of the City and of outside agencies as necessary to assume assigned administrative responsibilities.
Assist in the development and monitoring of an assigned program project budget; project, track and reconcile expenses.
Assist in the development of and recommend policies and procedures related to assigned operations; interpret and apply administrative and departmental policies, laws and rules.
Analyze situations carefully and adopt an appropriate, effective course of action within assigned parameters.
Compose professional quality general correspondence and letters; write routine analytical reports; take notes and write summaries of meetings.
Take and transcribe dictation or transcribe from machine recordings at a speed necessary for successful job performance.
Maintain confidentiality of a wide range of sensitive information.
Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintenance of safe housekeeping in personal and common workspaces.
Provide high quality, economical services to the Benicia community, placing emphasis on responsive customer service.
Be an integral team player, which involves flexibility, cooperation and communication.
Establish and maintain effective working relationships with those contacted in the course of work.
Work with a wide variety of people in a respectful and effective manner.
Communicate clearly and concisely, both orally and in writing.
Operate a personal computer with proficiency and familiarity to effectively produce complex, technical reports, charts, spreadsheets and other documents and to maintain databases and records.

EXPERIENCE AND TRAINING:

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience: Three years of increasingly responsible experience in administrative and secretarial operations, including one year of office management and/or lead supervisory experience.

Training: Equivalent to the completion of the twelfth grade supplemented by college course work in business, accounting or a related field. An Associate's degree is desirable.

LICENSE AND/OR SPECIAL REQUIREMENTS:

May need to possess a valid California driver's license and proof of automobile liability insurance as required by the position.

EmployerCity of Benicia

Address

250 East L

Street

Benicia, California, 94510

Phone 707-746-4766

Websitehttp://www.ci.benicia.ca.us

EmployerCity of BeniciaPhone 707-746-4766 Websitehttp://www.ci.benicia.ca.usAddress

250 East L

Street

Benicia, California, 94510

Administrative Secretary Supplemental Questionnaire* QUESTION 1 To provide us with an opportunity to evaluate your background, responses to the Supplemental Questions are required in addition to your application. The information you provide will be used to determine your eligibility to continue in the selection process for this position. All work experience that is described or included in your supplemental responses(s) should have occurred during employment of one/more of the Employers you listed in the "Work Experience" section of your application. If not, you will need to provide additional information as to where/how you received that experience.

I have read and understand the above instructions.

QUESTION 2 Which best describes your highest level of education?

Did not finish High School

Have GED

Have High School Diploma

Some College

Associate's Degree

Bachelor's Degree

Master's Degree

QUESTION 3 How many years of increasingly responsible experience do you have in performing administrative and secretarial operations?

No Experience

Less than one year of experience

One year to less than three years of experience

Three years or more of experience

QUESTION 4 Describe your experience performing increasingly responsible administrative and secretarial duties. Include your job title(s), employer(s), dates of employment, primary responsibilities, and how your duties and level of responsibility increased over time.
QUESTION 5 How many years of experience do you have in office management and/or lead supervisory experience?

No Experience

Less than one year of experience

One to two years of experience

Three or more years of experience

QUESTION 6 Describe your office management and/or lead supervisory experience. Identify the organization, your job title, dates of experience, number of employees you led or supervised, and the specific responsibilities you performed. If you have no such experience, indicate “None.
QUESTION 7 Do you have any experience working for a public agency?

Yes

QUESTION 8 If you answered yes to the previous question, please describe the agency, position title, and dates of employment. If you answered no, please type "NA".
QUESTION 9 Which of the following software applications and office technology tools have you used in a professional setting? For each application or tool, please indicate your level of proficiency (Basic, Intermediate, or Advanced). Where applicable, please identify the specific software or system you have used.

A. Microsoft Word – Preparing correspondence, reports, forms, and other documents

B. Microsoft Excel – Creating spreadsheets, using formulas, tracking data, and preparing reports

C. Microsoft Outlook – Managing email, calendars, and meeting invitations

D. Microsoft PowerPoint – Preparing presentations and training materials

E. Microsoft Teams, Zoom, or similar platforms – Coordinating virtual meetings and facilitating communication

F. Database, records management, or document management systems – Please specify the system(s) used.

G. Financial, accounting, purchasing, or budgeting software – Please specify the software used.

H. Electronic filing, workflow, or office management systems – Please specify the system(s) used.

I. Other administrative software or applications – Please specify the name(s) and purpose(s).

Response format: For each applicable item, list the software or application and your proficiency level.

Example: A. Microsoft Word – Advanced; B. Microsoft Excel – Intermediate; F. [System Name] – Basic; I. Canva – Intermediate.

QUESTION 10 Please describe any additional education, work experience, specialized training, or certifications relevant to this position that you have not already included in your application or supplemental responses.
QUESTION 11 Do you certify that the information and statements made in connection with this application and supplemental questionnaire are complete and true to the best of your knowledge? Please note that intentional misrepresentation of your qualifications will be grounds for disqualification from this selection process and/or removal from the eligibility list.

I have read and understand the above information and certify the information I have provided is true to the best of my knowledge.

Required Question