Job Title: Secretary / Administrative Assistant
Location: East Palo Alto, CA 94303
Duration: Contract 3 months
Job Mode: On-Site
Pay rate: $22.00/hour on w2 without benefits
Shift hours: Mon-Fri 8AM-4:30PM
Job Description:
- Attends to a variety of administrative details, such as keeping informed of departmental activities, transmitting information, developing and maintaining department website, ordering and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchases and maintenance, attending meetings, and serving on various task forces and committees.
- Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate District staff; assists the public and directs the public to appropriate locations/staff.
- Organizes, coordinates, maintains, and updates departmental record systems, including database software; enters and updates information with departmental activity, files, and report summaries; prepares documents for imaging; organizes and maintains various administrative, reference, imaging, and follow-up files; periodically reviews and purges files in accordance with the records retention policy.
- Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into computer system; ensures issuance of purchase order; coordinates delivery of services and materials; receives vendor invoices.
- Checks and tabulates standard arithmetic or statistical data; summarizes and compiles such information and prepares periodic numerical reports.
- Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
- Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda, including agenda items; types from rough drafts or verbal instructions; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
- Maintains calendars of activities, meetings, and various events; arranges meetings and makes appointments; provides staff support to committees such as preparing agendas, materials, and minutes.
- Receives, codes, logs, schedules, and distributes service requests and work orders.
- Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
- Assists with special projects that vary depending on department to which assigned.
- Assists lower-level and new staff as required.
- Performs other related duties as assigned.
Education and Experience:
- Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
- Equivalent to graduation from the twelfth (12th) grade, preferably supplemented by specialized course work in typing, bookkeeping, or related office function(s).
- Secretary I: One (1) year of experience performing office support duties using modern office practices, procedures, and equipment.
Licenses and Certifications:
- Possession of, or ability to obtain, a valid California Driver's License by the time of appointment and a satisfactory driving record.
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22nd Century Technologies, Inc.
Pay rate: $22.00/hour on w2
Jan 20, 2026