New Job Management Assistant In California

Example of Duties

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  Provides specialized technical and administrative support of department and other professional staff.
• Researches, compiles, analyzes, and records statistical and narrative information for reports and records; conducts or complete surveys; explain and responds to inquiries regarding City operations, policies and programs.
• Coordinates and oversees assigned functions and programs and conduct research, survey, and analyze administrative, fiscal, and operational matters as directed; and prepares reports to summarize findings and make recommendations as to appropriate action to be taken.
• Interprets and utilizes written information such as contracts, grant applications, franchise agreements, and policies.
• Assists with special projects undertaken for purposes of standardization, efficiency and economy.
• Assists with the preparation and administration of budgets and grants; provides financial analysis of revenues, expenditures, and reimbursements; makes recommendation to improve program costs and benefits, and revise and develop fees.
• Assists with the administration and preparation of request for proposals, management of contracts, and the development of policies and procedures.
• Plans, organizes, and prepares staff reports, contracts, memorandums, correspondence, public notices, newsletters, and brochures as required.
• Attends and makes presentations to City Council, Foundation, and/or Commission Board meetings as assigned.
• Attends and participates in professional and community meetings; and stays current on issues relevant to the assigned field.
• Serves as liaison between the department and other employees, departments and/or the public; identifies and prepares appropriate recommendations and initiates corrective measures to resolve problems delivering outstanding internal and external customer service.
• May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.
• Performs other related duties as required.

ESSENTIAL DUTIES SPECIFIC TO PARKS, RECREATION, AND LIBRARY SERVICES DEPARTMENT

• Facilitates community outreach and engagement for department projects, including collection and summarization of data and input;
• Assists with marketing and engagement efforts and facilitates the marketing strategy/plan for the department;
• Updates and oversees the website and ensures accuracy and completeness of information to promote department/City initiatives.
• Performs extensive research into the existing programs and service offerings, ensuring compliance and following trends in the industry that may impact operations.
• Assists with renewal of agreements and contracts, and assists with ordinance updates
• Prepares and initiates reports and presentations for City Council, commission, and committee meetings.
• Assists with facilitating special projects and activities for City commissions and committees.

Minimum Qualifications

Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical way of obtaining the required qualifications is to possess:

EDUCATION: High school diploma or G.E.D. equivalent.
EXPERIENCE: Five (5) years increasingly responsible office support and administrative experience.
LICENSE/CERTIFICATION: Valid Class C California driver’s license, acceptable driving record, and evidence of insurance are required.
DESIRABLE QUALIFICATIONS: Bachelor's degree in business, public administration or related field highly desirable, and may be substituted for three (3) years of administrative experience.

Skills, Knowledge and Abilities

Knowledge of:

• Principles, practices, and technique related to assigned position;
• Research, communication, program coordination, technical analysis, and report writing techniques;
• General clerical and administrative procedures;
• Organization and functions of assigned department;
• Methods and procedures of budget preparation;
• Applicable Federal, State, and local laws, codes, and regulations;
• Methods and techniques of scheduling work assignments;
• Standard office procedures and practices;
• Modern office equipment, including a computer and applicable software;
• Methods and techniques for record keeping and report preparation and writing;
• Use of proper English, spelling, and grammar; and
• Occupational hazards and standard safety practices.

Ability to:

• Perform specialized technical and routine administrative tasks;
• Conduct research, perform analysis, and prepare and present reports of findings;
• Coordinate assigned programs;
• Perform mathematical calculations quickly and accurately by addition, subtraction, multiplication and division and calculate decimals, ratios, percentages and fractions;
• Interpret, explain and apply applicable laws, codes, ordinances, and regulations;
• Read, interpret and record data accurately;
• Organize, prioritize and follow up on work assignments;
• Work independently and as part of a team;
• Make sound decisions within established guidelines;
• Analyze a complex issue, and develop and implement an appropriate response;
• Follow written and oral directions;
• Observe safety principles and work in a safe manner;
• Communicate clearly and concisely, both orally and in writing; and
• Establish and maintain effective working relationships.

Judgment and Situational Reasoning ; Ability to:

• Use functional reasoning and apply rational judgment in performing diversified work activities;
• Exercise independent judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria;
• Analyze data and information using established criteria, in order to determine consequences and to identify and select alternatives; ability to compare, count, differentiate, measure and/or sort data, as well as assemble, copy, record and transcribe data and information; ability to classify, compute, tabulate and categorize data; and
• Maintain the confidentiality of sensitive information and records.

Language and Interpersonal Communication; Ability to:

• Utilize a variety of advisory data and information, including financial statements, procedures, guidelines, non-routine correspondence, technical operating manuals, computer languages, and laws;
• Communicate effectively with co-workers, consultants, representatives from other agencies, elected and appointed officials, and the general public, both verbally and in writing; and make effective public presentations;
• Advise and provide interpretation to others how to apply policies, procedures and standards to specific situations; and
• Keep abreast of any changes in policy, methods, operations, state and federal laws as they pertain to City operations and activities.

Physical and Mental Demands / Work Environment:

The physical and mental demands described here are representative of those that must be met by incumbents to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands:

• Mental Demands:

• Work Environment:

ADDITIONAL INFORMATION

The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

Selection Procedure:
All statements made on applications are subject to investigation and verification. Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Signal Hill. Resumes will not be accepted in lieu of a completed City application and supplemental questionnaire.

Admission to competitive examination may be limited to those whose applications show the best combination of qualifications in relation to the requirements and duties of the position. Any part of the examination process may be qualifying only.

Equal Opportunity Employer:
The City of Signal Hill is an Equal Opportunity Employer and supports workplace diversity.

Americans with Disabilities:
An applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at [email protected] or at (562) 989-7304/7307 no later than 5 business days before the scheduled testing date(s).

Fingerprinting:
A candidate who is selected for hire is subject to fingerprinted during the pre-placement processing period. All fingerprints will be processed with the Department of Justice.

Pre-Placement Medical Examination:
A conditional offer of employment is based upon the successful completion of a City paid pre-placement medical examination to determine a candidate’s fitness to perform the essential functions of the position. This examination will include a drug screening.

Oath and Disaster Service Worker:
All City employees are required to sign the Oath or Affirmation of Allegiance for Public Employees upon the beginning of employment. Pursuant to California Government Code Section 3100, all City employees are required to perform assigned emergency service duties in the event of an emergency or disaster and are required to sign a Disaster Service Worker Statement upon hire.

EMPLOYEE BENEFITS- AVAILABLE TO FULL-TIME CITY EMPLOYEES

• 96 hours of vacation leave annually
• 96 hours of sick leave annually with buy-back program
• 10 paid holidays per year (80 hours)
• 36 hours personal holiday leave per year
• 2% @ 60 retirement formula - Employees contribute 7% of the required employee contribution. Average of final three years retirement calculation. This retirement formula is available to those candidates who currently work for a PERS agency or a PERS reciprocal agency or have worked for a PERS agency or a PERS reciprocal agency within the last six (6) months.
• 2% @ 62 PERS retirement formula - Employees contribute 7.75% of the normal cost of the benefit . There will be no Employer Paid Member Contribution. Average of final three years retirement calculation. This formula is provided for all new PERS members and those who have been separated from a PERS agency or a PERS reciprocal agency for more than six (6) months.
• Medical insurance - The City participates in the CalPERS health benefit program and contributes up to $1,150 per month toward medical premiums. An additional $600 is available for individuals with health, dental and/or vision premiums not fully covered with the $1,150. 75% of any monies remaining (of the $1,150) after medical premiums are paid may be applied toward optional benefits including: vision, dental, or deferred compensation plan. No cash pay-out in lieu of benefits
• Dental - City contribution of $70 per month
• Vision insurance - Employee premium paid by City
• Based on years of City service, qualified retirees may be eligible for City contribution to retiree health premium. Employees contribute 1% of their salary towards their future retiree health benefit.
• $50,000 Life Insurance Policy
• Short & Long Term Disability Plans
• Social Security Participation
• Deferred Compensation Plan
• Flexible Benefits Program
• Tuition Reimbursement Program

City of Signal Hill is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, sexual orientation, marital status, medical condition, genetic information, national origin, military or veteran status, ancestry, disability, and age (over 40), or any other classification protected by federal, state or local laws.

AN EEO/ADA/VET Employer.