City of Ontario 

Administrative Assistant, Department of Museum, Arts & Culture 

Are you passionate about serving the community and supporting a team that is committed to making a positive impact? The City of Ontario is seeking multiple well qualified and team-orientated individuals interested in the honorable profession of public service to join the Fire, Housing, Library, Museum, and Ontario Municipal Utility Company as an Administrative Assistant.  

The Administrative Assistant performs complex and confidential administrative work for their assigned department, including supporting management and executive staff, handling special projects, managing the department budget, coordinating contracts, liaising with board and commissions and taking minutes at official meetings, and attending to administrative details. The ideal candidate should have excellent communication and interpersonal skills, be highly organized, and able to exercise independent judgment and discretion. 

The Administrative Assistant classification is a common classification used in a variety of City departments. 

Department of Museum, Arts & Culture   

The City of Ontario’s Department of Museum, Arts & Culture advances an understanding of regional history and art through museum exhibits, collections stewardship, educational programs, annual arts festivals, and public art. The Ontario Museum of History & Art was founded in 1979 and is located on tree-lined Euclid Avenue in a historic building that originally served as Ontario’s second City Hall. In 2022 Ontario’s City Council established the Public Art Program and the Museum department was expanded to encompass Museum, Arts & Culture. The department’s programs enhance knowledge and understanding of our community through dynamic and vibrant experiences that reflect pride in who we are, where we live, and our legacy.  

Examples of Essential Functions 

The essential functions typically performed by the Administrative Assistant include the following: 

·         Performs a variety of secretarial and office tasks. 

·         Researches, composes, types and edits reports, correspondence, minutes, and city council agenda reports. 

·         Prepares and maintains complex files and records which include but are not limited to contracts, insurance forms, requisitions, purchase orders, agenda records, and employee records while meeting the City’s record retention guidelines. 

·         Types, processes, and distributes confidential employee personnel action forms and evaluations. 

·         Prepares promotional and marketing materials, public announcements, legal statements, and other information having media applications. 

·         Conducts basic research or inquiries and complies statistics in support of particular departmental needs. 

·         Maintains appointment schedule and calendar for department director or other department managers and supervisors. 

·         Processes agenda information for commission meetings and compiles information to submit to the City Manager’s Office or City Clerk’s Office, including legal and public notices, decisions, and approval letters; records meetings (takes minutes as needed). 

·         Answers incoming calls and routes calls to appropriate staff or resources; greets and directs visitors to proper parties based upon knowledge of departmental and City operations. 

·         Coordinates and makes arrangements for meetings, conferences, workshops, and travel for staff, managers, supervisors, administrators, or other personnel. 

·         Supervises, trains, and provides work direction to other office support positions, as needed. 

·         Arranges, assembles, and prepares designated information for department annual budget. 

·         Provides administrative assistance to commissions or major committees. 

·         May purchase and maintain department office supplies, equipment, and materials. 

·         May testify in court. 

·         Prepares requisitions; compiles quotes/bids for department, related equipment, and materials. 

·         Assists with various projects and tasks as assigned. 

Qualification Guidelines 

Education 

High school diploma or recognized equivalent. 

Experience 

Four years of increasingly responsible general clerical experience. Ability to type with speed and accuracy. 

License 

A valid California Class C driver license and an acceptable driving record at the time of appointment and throughout employment. 

Desirable 

Associate’s degree in secretarial science, office administration, or a related field; public agency experience, experience in Microsoft Office products, and knowledge of municipal operations and organizations.