Administrative Assistant – Facility & Fleet Management
Location: Los Angeles, CA (Downtown Los Angeles / Union Station Area)
Duration: Up to 6 Months – Potential to extend / convert
Schedule: 9/80 Schedule, Fully Onsite
Monday–Friday, starting as early as 7:00 AM – 4:45 PM, with every other Friday off
Pay Rate: $37.00 – $38.00 per hour
About the Organization
Our client is one of the nation’s largest public agencies responsible for delivering reliable water resources and infrastructure services to millions of residents throughout Southern California. The organization operates and maintains critical facilities, fleet assets, and support services that help sustain regional operations and public service initiatives.
Position Overview
We are seeking an experienced Administrative Assistant II to support the Facility & Fleet Management team at the organization’s Los Angeles headquarters. This role will work in a fast-paced, team-oriented environment providing administrative and business support for department operations.
The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities simultaneously, and possesses strong communication and problem-solving skills. Experience processing invoices and extensive proficiency with Microsoft Office applications are essential.
Key Responsibilities
- Research, gather, review, and analyze information and data.
- Prepare data summaries, reports, charts, graphs, and presentations.
- Draft, edit, and maintain a variety of correspondence and internal documents.
- Develop and revise forms for departmental use.
- Process and track travel authorization requests and expense reimbursements.
- Coordinate travel arrangements and prepare expense reports.
- Assist with annual budget preparation and related documentation.
- Review and process payment requests and invoices.
- Maintain electronic and physical records, including invoices, training records, forms, and meeting documentation.
- Support records retention activities and departmental compliance requirements.
- Provide general administrative support and perform other related duties as assigned.
Required Qualifications
- High school diploma or GED and five (5) years of relevant administrative experience; OR
- Associate degree in a related field and three (3) years of relevant experience; OR
- Bachelor’s degree in a related field and one (1) year of relevant experience.
Required Skills & Experience
- Minimum five (5) years of experience using Microsoft Office Suite, including:
- Word
- Outlook
- Teams
- Excel
- Experience processing invoices and payment requests.
- Strong administrative support experience in a professional office environment.
- Experience preparing reports, maintaining records, and supporting budgets.
- Ability to perform accurate arithmetic calculations and data entry.
- Strong organizational, multitasking, and prioritization skills.
- Excellent written and verbal communication abilities.
- Ability to exercise sound judgment, discretion, and independent decision-making.
- Ability to work effectively both independently and within a team environment.
Additional Requirements
- Must be local to Southern California.
- Candidates must not be active CalPERS members.
- No H-1B sponsorship available for this assignment.