About the Department

MANAGEMENT ASSISTANT (CONFIDENTIAL)

ADMINISTRATION DEPARTMENT

Salary Range: $6,363.67 – $8,954.25 Monthly Plus Excellent Benefits

Additional steps (Step F, Step G, and Step H) included in the salary range listed above are available to employees in this job classification after completion of five years of service (Step F), ten years of service (Step G), and 15 years of service (Step H), and one year at the prior step, and good performance evaluation. Initial salary placement is typically at the entry point of the range unless the candidate has prior experience which may warrant initial placement at a higher step.

Enjoy a 9/80 work schedule with every other Friday off. This full-time position is based on-site and plays an active role in supporting department operations; remote work is not available for this position.

The City of Gilroy is an equal opportunity employer and supports workforce diversity, equity, inclusion, and belonging. Join our team!

ABOUT THE POSITION

Are you a highly organized professional who thrives in a dynamic environment? Do you have a passion for providing exceptional administrative support and making a meaningful impact in your community? The City of Gilroy is currently recruiting for a full-time Management Assistant to support the Administration Department.

In this challenging role, the Management Assistant will operate under the direct supervision of the Assistant City Administrator, offering extensive administrative support to the team. We're seeking an individual with exceptional organizational skills, acute attention to detail, and a knack for efficiency. The position offers experience in municipal administration, records and contract processing, budget support, meeting coordination, customer service, and cross-departmental operations. It provides exposure to public sector procedures, workflow improvement, and increasingly independent administrative assignments.

ABOUT THE DEPARTMENT

The City Administration team values collaboration, innovation, accountability, and service excellence. Team members work closely together, sharing knowledge and perspectives to address challenges, improve processes, and support City priorities. The team encourages open communication, professional development, and continuous learning to ensure employees have the tools and knowledge needed to succeed. With a focus on preparedness, problem-solving, and effective public service, the team is committed to delivering meaningful results for the organization and the Gilroy community.

WHY THIS IS A GREAT JOB AND PLACE TO WORK
The City Administration team is a great place to work for individuals interested in local government and public service. Team members can work on a variety of projects and collaborate with departments across the organization. You will gain experience in how the City teams service the community. The team values collaboration, accountability, professionalism, and continuous improvement. Although this is an entry-level position, it requires demonstrated experience in administrative support or a similar office environment.

THE IDEAL CANDIDATE WILL

Have experience working in a public sector or professional office environment.
Demonstrate exceptional customer service and create a welcoming experience for residents, employees, and community partners.
Be highly proficient with modern office technology, including spreadsheets, databases, word processing, and presentation software.
Thrive in a collaborative team environment and values professionalism, partnership, and positive working relationships.
Successfully manage projects from initiation to closure, ensuring they are completed on time and within requirements.
Have a positive “can-do” attitude with a friendly and approachable demeanor when interacting with others at work.
Possess great organizational and prioritization skills and be detailed oriented with excellent time-management skills.
Have excellent written and verbal communication skills, with the confidence to communicate effectively at all levels of the organization.
Be flexible and adaptable to changing priorities and interruptions throughout the workday.
Excel in a fast-paced, demanding work environment and able to take on new tasks with minimal training.
Be energetic and excited to perform assigned work and open to accepting new challenges.
Have experience researching contract services and supply needs, developing contract terms and draft requests for proposals, and securing bids for contract administration.
Make a commitment to the Management Assistant position and department for at least three years given the training and orientation involved with this position.

Position Duties

Data collection and collation: Conduct research and gather data related to financial, operational, programmatic, legislative, performance and any other matter assigned. This data may be qualitative or quantitative, including statistical data. Collate data into forms useful for analysis. May preform basic analysis on data.
Contract administration: research contract services and supply needs; may develop contract terms, draft requests for proposals, and secure bids.
Confer with members of the public to explain procedures and policies pertaining to City/departmental/division activities.
Interact and communicate with a variety of groups and individuals, including line staff, division managers, department heads, City Council members, the public and professional peers.
Manage calendars for select executive and/or manager position(s).
Maintain knowledge of public administration and organization principles and practices, applicable ordinances, laws and regulations.
Establish, administer and maintain a variety of files (sometimes confidential), official records and programs.
Type letters, reports and other documents; proofread and compare records and reports; provide clerical support for department managers and supervisors.
Process and direct incoming and outgoing mail.
Establish and maintain a variety of mailing lists.
May design, prepare and assemble a variety of forms, folders, agendas, packets, brochures, fliers and announcements and arrange for distribution.
Greet the public and provide assistance using proper customer service procedures.
Answer telephone, provide information in response to inquiries, directing calls as needed in a courteous and professional business manner. Make outgoing calls as necessary, including, but not limited to returning calls, requesting information, and performing telephone surveys.
May pick up and/or deliver documents to other offices/agencies.
Operate a wide variety of common office machines including telephone, Multi-Function Machine, calculator or adding machine, postage meter and scale, copier, word processor/personal computer, laser jet printer, fax machine, microfiche reader/printer, optical character reader, lettering machine, blueprint machine, dictation/transcription equipment, and binding machine. May operate two-way radio and associated equipment.
May utilize specialized software programs.
May be required to attend California Notary Public certification training, attain California Notary Public certification, and perform Notary Public duties in support of all city departments.
Participate in training and enrichment programs, may train others.
May attend meetings as directed and may record and transcribe summary minutes. May forward pertinent information to Department staff.
May be required to attend evening meetings and/or work occasional evenings or Saturdays, or prepare commission/board/committee agendas following proper formal meeting procedures.
May make necessary arrangements for meetings.
Perform other related duties as required.

Minimum Qualifications

QUALIFICATIONS

Any combination of education and experience equivalent (equivalency determined at the sole discretion of the City of Gilroy) to a Bachelor’s degree from an accredited college or university with major course work in Public Administration, Political Science, Business Administration, Statistics, Economics, or a closely related field and some prior related local government work experience such as an internship or fellowship is qualifying. One and a half years of directly related work experience may substitute for one year (30 semester units) of college education.
Strong experience in utilization of computers including word-processing, spreadsheet, database, presentation (PowerPoint) and e-mail communication applications.
Possess and maintain a valid California Driver License and a safe driving record necessary to operate assigned vehicle(s).
If not already possessed, may be required to obtain and maintain Commission as a Notary Public from the State of California.
Willingness to continue education and training by learning new skills as changes occur.
Pass an employment background check to include a Department of Justice criminal record check.
May be required to pass a post-offer medical examination, which includes a drug test.
Prefer non-tobacco user.
Bilingual (Spanish/English) desired, but not required.

Other Qualifications

APPLICATION PROCESS
If you are interested in pursuing this exciting career opportunity, please attach and submit the following required items with your NEOGOV application:

A completed City of Gilroy online application including supplemental responses.
A list of three (3) professional references.
A cover letter explaining your interest in the position with the City of Gilroy is required
A detailed resume that highlights your related skills and experience is required

City Application Form – Candidates must complete the NEOGOV City of Gilroy application form for this position and submit online. Please prepare attachments prior to completion of the NEOGOV application as incomplete applications will not be accepted.

Apply Online: Go to https://www.governmentjobs.com/careers/cityofgilroy. You can apply online by clicking on the job title you are interested in and clicking on the "Apply" link. After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can import your resume from LinkedIn, upload it from a saved document on your computer, or manually enter your personal information. This application will be saved and used to apply for future job openings.

Recruitment Schedule – Key Dates*

Application Closing Date: June 30, 2026
First Round Oral Board: July 14, 2026
Final Interview: TBD

(*Note: The examination process/schedule may be changed as needed by the City.)

Only complete application packets will be reviewed. Only the most qualified applicants with the most relevant experience and education will be invited to continue in the selection process. In addition, final candidates for the position are required to pass an employment background check, State of California Department of Justice criminal records check, medical evaluation, and drug screen (includes testing for psychoactive marijuana metabolites), given at the City's expense, prior to appointment. If special accommodations are necessary at any stage of the selection process, please contact the Human Resources Department right away 408-846-0228.

Attention: Communication regarding your status in this recruitment process will be conducted via e-mail. Be sure to include an e-mail address on the employment application. Applicants are responsible for notifying Human Resources of any changes to an e-mail address and/or other contact information.

THE CITY OF GILROY IS AN EQUAL OPPORTUNITY EMPLOYER
AND SUPPORTS WORKFORCE DIVERSITY.

Benefits

COMPENSATION, BENEFITS, AND ADDITIONAL INFORMATION

Persons appointed to this position on a full-time basis will receive the following benefits:

Health Allowance and Flexible Benefits Plan

Depending upon the number of dependents the health allowance ranges from $939.36 to $2,480.68 per month for core health benefits. Subject to specific rules, a cash back program is also available with proof of other medical coverage. City employees participate in the PERS Health Program, and may choose their medical coverage from a variety of providers. The City's flexible benefits plan includes medical and dental coverage as core benefits. A range of optional benefits including vision care and medical and dependent care accounts are also available. A term life insurance policy equal to annual salary, long-term disability plan, and an employee assistance plan are provided at City expense.

Other Benefits

The City currently offers the PERS 2.5% at 55 pension plan for "classic" members and 2% at 62 for "new" members. Currently, the City pays the full employer portion of the retirement contribution for "classic" members and 50% of the total normal cost for "new" members. The "classic" member contribution of 8% is a pre-tax payroll deduction; "new" members shall pay 50% of the total normal cost as set by CalPERS. Anyone hired on or after January 1, 2013 will be subject to the applicable provisions, retirement formulas, and plan benefits/restrictions associated with the Public Employees' Pension Reform Act of 2013.

Vacation, Sick Leave, Personal Leave, Holidays

Annual vacation ranges from two to four weeks per year, based on years of City of Gilroy service. Employees accrue eight hours of sick leave each month. Confidential, non-exempt employees receive 52 hours of personal leave time in July of each fiscal year which must be used during the fiscal year (pro-rated based on hire date). The City observes 10 paid holidays each year.

Medicare/Social Security

Employees participate in Medicare (1.45% for both the employer and employee) as this is a mandated federal program. City of Gilroy does not participate in Social Security.

Payroll

All City employees are paid monthly, on the first business day of each month for the prior calendar month via direct deposit.

Representation

Persons appointed to a position in the City Administrator's Office, Human Resources Department or payroll are confidential, unrepresented, non-exempt employees.

Supplemental Questions

The supplemental information that you provide will be evaluated along with your completed application. This includes the required documents (i.e. cover letter, resume, or certifications) and responses to the supplemental questions below. Some questions may include multiple parts (i.e., (a), (b), (c), (d), etc.). Please make sure to address each part of the question in your answers. Responses to the supplemental questions that indicate, "see resume" are considered incomplete.

All responses must reflect applicant's own work and must not be generated by artificial intelligence or similar tools. The information you provide will be used to further identify those applicants who are best qualified to continue in the selection process for this position.

Note: Failure to provide all of the required documents will result in the application being rejected as incomplete. Please refer to the "Application Process" section of the job announcement for required documents.

By checking the 'Yes' response below, I indicate that I have read these instructions under "Application Process" for submitting a complete application and have attached all the required documents. I understand that written responses to the supplemental questions along with attachments as noted in the job announcement are required in order to evaluate my qualifications for this position and for my application to be considered complete.

Please describe your customer service philosophy and provide an example of a challenging customer service issue you resolved when assisting a customer or community member. A complete response will describe the situation, the actions you took, and the outcome.

Please describe your hands-on experience with basic analysis work, data collection, and research. Provide a specific example for each, including the tools you used and how your work was used by others.

Describe a specific work situation where you anticipated the needs of a supervisor, colleague, customer, or stakeholder and acted before being asked. What information or circumstances led you to recognize the need, what actions did you take, and what was the result?

Please describe your experience providing administrative support to a manager, department head, or executive. In a complete response, include the types of confidential or sensitive information you handled, the responsibilities you performed, and the steps you took to maintain confidentiality and accuracy.

This position requires managing multiple priorities in a fast-paced environment. Please describe a time when you had to handle several tasks or requests simultaneously. A complete answer will include how you prioritized your work, stayed organized, any tools or methods you used, and the outcome.

Please provide a detailed description of your proficiency level in using Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), as well as Enterprise Resource Planning (ERP) software. For each application, please describe the types of tasks you regularly perform.

This position may be required to attend evening meetings and/or work occasional evenings, typically with advance notice. Do you have any work schedule conflicts during these times? If so, please explain in detail.

Why would you like to work as a Management Assistant for the City of Gilroy?

Required Question

Agency Information

Employer: City of Gilroy
Address: 7351 Rosanna Street

Gilroy, California, 95020
Phone: 408-846-0228
Website: http://www.cityofgilroy.org