The Organization
The City of Coronado is accepting applications for the position of
Management Assistant (City Clerk’s Office)
The Department:
The City Clerk’s Office administrates democratic processes such as elections, access to records, and all legislative actions, ensuring transparency to the public. The City Clerk’s Office is responsible to act as a compliance officer for federal, state and local statutes including the Political Reform Act, the Brown Act, and the Public Records Act.
The City Clerk’s Office:
- Ensures complete and accurate recording of City Council proceedings and legislative actions and maintains City official records.
- Responsible for election administration.
- Maintains campaign and economic interest statements filings.
- Facilitates the recruitment and appointment for City boards, committees and commissions.
- Administers the City’s Records Management Program and Retention Schedule.
- Manages public inquiries and requests for public records.
- Plans, executes and supports arrangements for ceremonial and official functions.
The Position
The City Clerk’s Office is seeking a Management Assistant with demonstrated administrative experience and a professional approach to public service. Under the supervision of the City Clerk, the Management Assistant performs a variety of administrative and technical functions that support the legislative and records management operations of the City.
Primary responsibilities include coordinating and fulfilling routine public records requests, including intake, research, redaction, and tracking. The role supports records digitization efforts, retention and inventory management for both onsite and offsite files, and the preparation and online posting of agenda packets and meeting materials. The Management Assistant also assists in formatting and posting legal notices, processes accounts payable for office supplies and contract invoices, maintains supply inventory, and contributes to research and administrative projects that support the department’s operations.
The successful candidate will bring familiarity with office protocols, a strong sense of responsibility, and the ability to manage multiple priorities while maintaining accuracy and discretion.
Ideal Candidate: The ideal candidate will be dependable, organized, and proactive in supporting ongoing departmental operations. They will understand the importance of confidentiality, procedural compliance, and timeliness in government administration. The successful candidate will demonstrate the ability to work independently while staying aligned with departmental expectations and managing competing priorities in a collaborative and deadline-driven environment.
Familiarity with public records laws, records retention standards, and municipal agenda preparation is desirable, a strong candidate will also be someone who can learn quickly and apply sound judgment in new situations. The candidate should be confident using document management systems, spreadsheets, and digital file-sharing platforms, and be capable of producing polished written communications and work products. A high level of professionalism, adaptability, and integrity is essential for this role.
To view the full job description, select the following link: Management Assistant
Minimum Requirements
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
- Professional level experience performing general administrative staff work with operational or developmental emphasis.
Education/Training:
- Completion of college level coursework leading to completion of a major in public administration, business administration, operations research or a closely related field. At least four years of experience performing administrative-level OR two years of experience at or equivalent to the level of Office Specialist or Department Administrative Assistant in the City of Coronado, from which the incumbent has acquired the knowledge, skills and abilities listed in the position description.
Examination & Selection Process:
Application Review: A completed City of Coronado employment application, cover letter, and resume must be received by the Human Resources Division.
Examination Process: Applicants considered most qualified after the application review process will be invited to participate in an oral panel interview (100%). Additionally, applicants may be requested to undertake one of the following exercises – written assessment, practical, or presentation – as part of the evaluation process.
Final Interview: Top candidates will be invited to participate in a final department interview with the City Clerk.
Candidate Selection: The selected candidate will be issued a conditional offer, subject to the successful completion of background check and medical examination.
Additional Information: All candidates who successfully obtain a 70% or above in each phase of the (scored) exam process will be placed on an eligibility list for a period of at least six months. The City of Coronado participates in E-Verify. All new employees are required to submit verification of the legal right to work in the United States. The City of Coronado is an equal opportunity employer (EOE). Individuals with disabilities who require reasonable accommodation to participate in any portion of the examination process may voluntarily request the accommodation from the City, five (5) working days prior to the requested accommodation. Documentation of the need for the accommodation may be required upon receipt of the request.
Supplemental Information
The Coronado Community:
Rich in history, natural beauty, and a charming ocean village atmosphere, Coronado is most deserving of its royal "nickname" - The Crown City.
Surrounded by the Pacific Ocean, Glorietta Bay, and San Diego Bay, this picturesque seaside resort destination is linked to the Southern California coastline and the city of San Diego by the graceful and stately San Diego - Coronado Bridge, and to the south by a narrow strip of land known as the Silver Strand.
This uniquely enchanting city which measures 13.5 square miles, is home to some of the world's most pristine beaches, 18 public parks, an 18-hole golf course, tennis courts, a public pool, and recreation facilities, as well as dedicated bicycle paths.
This vibrant, thriving community welcomes more than 2 million visitors annually to soak up the sun and the sand while enjoying the lush surroundings and village appeal of Coronado. With 15 hotels, including amongst them three world-class resorts, 1,900 hotel rooms, and many highly acclaimed restaurants, this island community has a resident and Navy population of approximately 23,000 as well as a flourishing tourist population. Coronado is also home to Naval Air Station North Island, Coronado (NASNI) Naval Amphibious Base Coronado (NAB), and Silver Strand Training Complex, Coronado, supported by nearly 20,000 military and civilian personnel.
What Coronado has to offer:
A rich benefits package contributes to the total compensation value. Benefits include a monthly cafeteria allotment of $2,168 voluntary retirement savings/deferred compensation, tuition reimbursement, group term life, short-term and long-term disability coverage, an employee assistance program, and more.The Retirement Benefit Formula for Classic CalPERS hired prior to January 1, 2013, is Members is 3% at 60. The current employee contribution rate is 9.5%.
The Retirement Benefit Formula for PEPRA CalPERS Members, hired after January 1, 2013, is 2% at 62. The current employee contribution rate is 7.50%.
Lateral Vacation Service Credit, effective January 1, 2023, employees shall be given credit for prior verifiable public service employment for annual leave accrual rates.
As part of ensuring our employees maintain a work/life balance, employees earn 144 hours of Annual Leave per year for the first 5 years. After 5 years, the accrual rate increases.
The City provides Term Life and Accidental Death & Dismemberment (AD&D) insurance in an amount equal to a one-time annual salary or $50,000, whichever is greater, at no cost to the employee.
The City provides short- and long-term disability insurance equal to 66 2/3% of income. Employees that earn over the maximum benefit of $5,000/month available under the long-term disability plan, have the option to purchase enhanced long-term disability insurance.
The City provides up to $2,000 per fiscal year for reimbursement of directly related costs of tuition, school fees, books, and required materials for approved courses and professional development opportunities. Student Loan Repayment can be used under this benefit.
Longevity Pay; bonus at 10 years and every 5 years after.
Access to community pool and gym.
- Valuable experience, training opportunities, and engaged leadership in a supportive community environment.
TO VIEW AN AERIAL TOUR OF OUR CROWN CITY, CLICK HERE
