Principal Office Assistant

Full Job Description

PRINCIPAL OFFICE ASSISTANT

Two (2) Regular, Full-Time Employment Opportunities

We build community trust by delivering exceptional services. Our core values of public service are integrity, leadership, and respect.

We are accepting applications for the Principal Office Assistant position with two current vacancies in the Department of Public Works (1) and the Department of Library and Recreation Services (1).

The position in the Public Works Department will support the Special Projects group in the Engineering Division consisting of five engineers responsible for delivering large and complex capital improvement projects like the Civic Center Modernization project, Fire Station 2 and Training Center, and various long-term Sunnyvale Cleanwater Program projects.

Duties for this position will include, but are not limited to, providing administrative support, overseeing records management, processing and tracking purchase orders and invoices, and coordinating communication between divisions and departments.

The position in the Library and Recreation Services Department will work at the Sunnyvale Recreation Center.

Responsibilities include, but are not limited to, overseeing the customer service desk, supervising Staff and Casual Office Assistants, and coordinating coverage of the customer service desk schedule.

This position also serves as the primary contact for daily reconciliation, enrollment tracking, and will support the division as one of our registration software superusers.

The Principal Office Assistant in the Library and Recreation Services Department will work on-site Monday-Friday from 8:15 a.m. to 5:15 p.m. with an hour for lunch.

The list established from this recruitment may also be used to fill Principal Office Assistant vacancies in other City Departments.

Under general direction of an assigned supervisor, plans, organizes, directs and supervises the activities of personnel engaged in the performance of general clerical work including the preparation of correspondence and other written materials, the maintenance of files and records, and the receipt and response to questions from the public; performs a variety of technical tasks relative to an assigned area of responsibility; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

The Principal Office Assistant is a supervisory classification. The classification of Principal Office Assistant is distinguished from the lower-level Senior Office Assistant in that the Senior Office Assistant provides technical and functional supervision whereas the Principal Office Assistant has full supervisory responsibility.

Requirements

(May include, but are not limited to, the following):

• Recommends and assists in the implementation of goals and objectives; establishes schedules and methods for the performance of clerical duties in support of assigned department or program.
• Plans, prioritizes, assigns, supervises and reviews the work of staff involved in the performance of a wide variety of clerical and administrative support activities.
• Evaluates operations and activities of assigned responsibilities; recommends improvements and modifications; prepares various reports on operations and activities.
• Participates in the selection of staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline procedures.
• Receives, researches and responds to the more difficult customer service requests and complaints.
• Assists with the preparation of Requests for Proposal; processes requisitions and purchase orders.
• Types letters and other materials from rough draft, marginal notes or verbal instruction and proofreads documents; prepares letters and notices.
• Purchases supplies and materials; receives, reviews and processes invoices for payment.
• Develops and maintains general and confidential files.
• Checks forms, records, reports and other materials for accuracy, completeness and confirmation with established procedures.
• Assists with budget input and monitoring; runs periodic budget reports.
• Uses specialized computer databases to input, retrieve, query and manipulate data for statistical reporting.
• Arranges meetings, makes appointments, compiles agendas and assists in preparation of meeting materials.
• Collects, compiles, audits and posts information to records.
• Processes, audits and cross-references materials related to data processing and payments.
• Collects information from a variety of sources and compiles data for special and periodic reports.

WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires near and far vision in reading reports and work related documents and using a computer. Acute hearing is required when providing phone and personal customer service. The need to lift, drag and push files, paper, books and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.

Qualifications

Education and Experience:

The minimum qualifications for education and experience can be met in the following way:

Graduation from High School or the tested equivalent; AND

Four years of progressively responsible experience in general office work including at least one year involving responsibility for the performance of highly specialized and technical duties with some lead or supervisory experience.

A Bachelor's degree may substitute for two years of the required experience.


Knowledge of:

• Advanced office management principles and practices.
• Principles and practices of supervision, training and performance evaluation.
• Principles and practices of safety management.
• Pertinent local, State and Federal laws, ordinances and rules.
• Proper English usage, grammar, spelling and punctuation.
• Alpha numeric filing and retrieval systems.
• Basic financial recordkeeping and reporting.
• Purchasing procedures.
• Advanced principles and practices of customer service.
• Basic objectives of data processing procedures.
• Office methods, procedures, software and equipment.

Ability to:

• Organize, implement and direct clerical activities.
• Develop and maintain filing systems.
• Compute general correspondence, letters and take meeting minutes.
• Understand, apply and explain City policies and procedures.
• Determine matters of confidentiality and handle them in a confidential manner.
• Make mathematical calculations quickly and accurately.
• Collect data and organize materials in an understandable manner.
• Prepare, proofread and edit reports and materials.
• Make accurate comparisons and computations.
• Understand and follow written and oral instructions.
• Communicate effectively, orally and in writing.
• Establish and maintain and promote positive and effective working relationships with employees, and other agencies and the public.
• Demonstrate initiative an exercise good judgment in the performance of duties.
• Work independently and as a team member; recognize and set priorities to meet deadlines
• Observe safety principles and work in a safe manner.
• Demonstrate proficiency in Office applications, including: word, excel, power point.

Willingness to:

Occasionally work varying hours or on weekends and holidays.

Licenses/Certificates:

Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternate transportation as approved by the appointing authority and a safe driving record.

DESIRABLE QUALIFICATIONS
Clerical experience in a governmental agency.
An Associate's or Bachelor's Degree in business administration, public administration, or a related field.

Additional Information

APPLICATION INSTRUCTIONS & PROCESS

The application submitted must meet the minimum qualifications listed in the job description in order to move forward in the recruitment process with the City of Sunnyvale.

The information provided in the Work Experience, Education, and Certificates/Licenses sections of the application will be used to determine if the application meets the minimum qualifications.

A resume, employment history provided elsewhere in the application, or other attachments will not be accepted in lieu of the completed application.

Note: The minimum qualifications for experience are based on full-time experience (40 hours per week).

Experience included in the Work Experience section of the application is calculated to the full-time equivalent (hours are pro-rated if less than 40 hours/week).

Volunteer experience is not considered qualifying experience.

If you are interested in this opportunity, please submit a City of Sunnyvale employment application and responses to the supplemental questions to the Department of Human Resources by Monday, April 13, 2026 at 5:00pm or after receiving 100 qualified and complete applications, whichever is first.

Candidates are asked to fully describe any training, education, experience, or skills relevant to this position. Electronic applications may be submitted online through the City's employment page at Sunnyvale.ca.gov and click on JOBS. Late or incomplete applications will not be accepted.

EXAM PROCESS

Applications will be competitively screened based on the minimum qualifications of this position.

Based upon a review of the application materials, the most qualified candidates will be invited to participate in the oral examination process scheduled for Wednesday, May 6, 2026.

(Note: The examination process may be changed as deemed necessary by the Director of Human Resources.)

SELECTION PROCESS

Those candidates that receive a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City's Civil Service Rules and Administrative Policies.

Top candidates on the eligibility list will be invited to participate in a selection interview with the department tentatively scheduled for the week of May 11, 2026.

Any candidate that is selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a background history check, as well as a medical exam(s) administered by a City selected physician(s) before hire.

Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history.

A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination.

Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.

INFORMATION ABOUT PROOF OF EDUCATION

Any successful candidate, selected by the hiring department will be required to submit proof of education (i.e. original copy of the diploma or college/university transcripts).

A candidate with education obtained outside the United States must have education records evaluated by a credential evaluation service at the candidate's expense to determine its equivalency in the United States.

Candidates may utilize any third-party agency for the evaluation.

If you search ‘education equivalency verification’ or similar online, you will obtain results for agencies that provide this evaluation service.

ADDITIONAL INFORMATION

Positions in this job classification are represented by the Sunnyvale Employees Association (SEA).

For assistance on how to fill out your job application, watch the following video:

• How to Apply for a City of Sunnyvale Job - YouTube (5:13)

The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.

The City of Sunnyvale is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status, or any other consideration made unlawful under any federal, state, or local laws. The City of Sunnyvale is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 730-7490 or recruitments@sunnyvale.ca.gov.