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1 Executive Program Administrator (Aviation Leases and Contracts) Job in Palm Springs, CA

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City of Palm Springs, CA
Palm Springs, CA | Full Time
$65k-84k (estimate)
Just Posted
Executive Program Administrator (Aviation Leases and Contracts)
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$65k-84k (estimate)
Full Time Just Posted
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City of Palm Springs, CA is Hiring an Executive Program Administrator (Aviation Leases and Contracts) Near Palm Springs, CA

Salary : $85,704.00 - $115,212.00 Annually
Location : City of Palm Springs (Airport), CA
Job Type: Full Time - Regular
Job Number: Aviation - 0624
Department: Aviation
Opening Date: 06/13/2024
Closing Date: 7/8/2024 4:00 PM Pacific
Position Summary
This position is a member of the Palm Springs International Airport and provides highly complex and difficult operational, administrative, technical support, and program management; serves as a liaison for assigned functions and programs; and provides highly confidential and sensitive information frequently requiring the application of discretion and tact. This position may also provide administrative support, training, and general oversight for other staff in the assigned department, and assist others as needed.
As a member of the City's unclassified service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager.
Examples of Essential and General Responsibilities
Essential and other important responsibilities and duties may include, but are not limited to, the following:
  • Performs highly complex operational and administrative work involved in the researching, compiling, drafting, processing, and maintenance of various programs, agreements, memorandums of understanding, contracts, comprehensive statistical reports, schedules, surveys, and related documents; ensuring accuracy, availability of funds, and compliance with City policies, codes, ordinances, and State and Federal Laws.
  • Plans, develops, and manages special programs, events, projects, and contracts to include general oversight, operations, problem identification, research, statistical analysis, presentations, recommendations, and implementation.
  • Serves as liaison for assigned executive functions and programs for other City departments, the City Manager's office, vendors, stakeholders, the general public, and outside agencies and organizations; acquires information requested, coordinates meetings, and provides related support service; attends various public meetings and presents reports to City staff, and various commissions, committees, and citizen groups.
  • Performs a wide variety of complex, responsible, and often-confidential administrative duties for assigned office and staff; including investigating and answering complaints; and resolves a variety of complex sensitive and controversial operational concerns and issues.
  • Conducts a variety of departmental studies, investigations, and operational studies; recommends modifications to programs, policies, and procedures as appropriate; presents and interprets data; drafts and compiles staff reports, resolutions, memoranda, agendas, proclamations, Council packets, correspondence, and other necessary documents.
  • Receives and investigates administrative claims and processes notices; prepares and maintains confidential, complex legal files and records.
  • Assists and participates in the development, updating, and implementation of goals, objectives, policies, priorities, ordinances, rules and processes for assigned programs and Department; recommend and administer as requested.
  • Assists in the preparation and monitoring of department budget, purchasing activities, and yearly revenue projections; recommends expenditure requests for designated programs; monitors and oversees contracts, budgets, and other financial information for programs and department; performs a full range of accounting duties in support of assigned area.
  • Establishes procedures, monitors correspondence, appointments, and other communications including answering phones, processing mail, coordinating schedules, and confirming meetings for staff; makes travel arrangements for assigned executive and staff as necessary.
  • Maintains, oversees, distributes, and assists with publications, public notices, mass mailings, development of program flyers, forms, advertising, and other communication materials, including the department website.
  • Organizes and manages efficiency of the department; prepares, organizes, and maintains control files on matters in progress and expedites their completion; orders supplies; may coordinate, supervise, monitor, and participate in the training, and work of other staff.
  • Oversees the processing, storage, and retrieval of official City records for a City department in accordance with State law and City administrative regulations and policies.
  • Assists the public and other City staff with policies, procedures, rules, and regulations in response to inquiries that require the use of independent judgment and the understanding of policies and procedures.
  • Performs related duties, responsibilities, and other assignments as required.
Minimum and Preferred Requirements
Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of at least 12 months.) Qualifications noted as "desirable" or "preferred" are not included as part of the minimum requirements.
Experience:
  • Five (5) years of increasingly responsible administrative or program management experience is required, preferably with three years reporting directly to a Public Agency Department Head or Executive.
  • Experience in a regulatory, legal, or similar program management environment which included the following is preferred:
    • Experience working with and developing program ordinances and policies; and
    • Experience working with and developing compliance and enforcement guidelines and processes; and
    • Experience working with organizing and participating in administrative or procedural hearings or legal processes.
  • Experience working in an Aviation environment is preferred.
  • Experience in airport tenant or property management; which includes marketing, negotiating leases, purchases, and selling airport properties is preferred.
  • Experience in real estate, planning, or a related field is preferred.
  • Training:
    • High School diploma or equivalent education is required.
    • A Bachelor's degree from an accredited college or university with major course work in business administration, public administration, business management, law, public policy, or in a related field or equivalent is preferred.
    • A high-level of working knowledge with Microsoft Word, Excel, and Outlook is required. (Knowledge assessment may be conducted during the selection process.)
    License or Certificates:
    • Possession of, or ability to obtain, a valid California Driver License with a satisfactory driving record (a driving record may be deemed unsatisfactory for any of the following reasons: three or more moving violations or reportable accident within the last three years; conviction of driving under the influence within the last five years) is required.
    • Possession of, or ability to obtain, an Airport Security Identification Display Area (SIDA) Badge, which is approved through the Federal Transportation Security Administration (TSA) is required.
    • Ability to type 40 words per minute is preferred.
    Special Requirements
    • Incumbent will be enrolled in the California Department of Motor Vehicle (DMV) Pull Notice Program. The DMV Pull Notice Program provides information on the incumbents driving record and driving record status on a periodic basis to the City.
    • Must successfully complete a pre-employment background investigation and a physical.
    Working Conditions:
    The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
    This position works in an office environment with exposure to computer screens and may require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; the ability to communicate to exchange information; and driving a vehicle for limited periods.
    Application and Exam Information
    A completed application, detailed letter of interest, resume, and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully and only those who appear to have the best qualifications will be invited to continue in the selection process.
    Minimum requirements must be clearly demonstrated on the application to be considered as this information will be used to determine minimum qualifications. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications.
    Resumes and other documents may be submitted, however, they will not be used to determine minimum qualifications, please do not use phrases such as "see attached" or "see resume" as they will not be considered. Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise.
    Selection Process Information - The selection process for this position may include one or more of the following: application review, qualification review, written exam, practical exam, oral panel exam and department interview.
    Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates.
    Please remember to submit all your application materials by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification.
    For more information on completing your application materials click
    If you are ready to join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at:
    The City of Palm Springs
    3200 East Tahquitz Canyon Way
    Palm Springs, CA 92262
    760-323-8215
    The City offers an excellent benefit package and retirement plan through California Public Employees' Retirement System (CalPERS). Retirement formula is based on appointment date and membership status with CalPERS.
    Applications must be received by 4:00 pm, July 2, 2024 in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.
    The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, citizenship, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition or pregnancy, genetic information, religious or political affiliation, or veteran status.

    Disaster Service Worker: In accordance with Government Code Section 3100, City of Palm Springs Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.
    The City of Palm Springs provides a comprehensive benefit program for employees including:
    • Medical, Dental, & Vision Insurance
    • Retiree Health Savings Plan
    • Life Insurance
    • Long Term Disability Plan
    • Employee paid Supplemental Insurance Programs
    • Employee paid Deferred Compensation Program
    • Employee Assistance Program
    • Tuition Reimbursement Program
    • Retirement Plan through California Public Employees' Retirement System (CalPERS)
    • Benefit program details vary by work unit and bargaining contracts. Click to view additional information and bargaining unit contracts.
    • The City does not participate in the Social Security program, except for the mandatory 1.45% Medicare contribution for all regular positions.
    01

    Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and may be used to further evaluate your experience and education to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from the information included in the Work Experience and Education sections of your application?
    • Yes
    • No
    02

    What is your salary expectation? (optional)
    03

    Do you have the required 5 years of increasingly responsible administrative or program management experience?
    • Yes
    • No
    04

    Please describe your increasingly responsible administrative or program management experience and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
    05

    Does your administrative or program management experience include the preferred 3 years of reporting directly to a Public Agency Department Head or Executive? Choose all that apply.
    • Yes, my experience includes at least 3 years of reporting directly to a Public Agency Department Head
    • Yes, my experience includes at least 3 years of reporting directly to an Executive
    • Yes, my experience includes at least 3 years of reporting directly to a an Executive and Public Agency Head
    • No, I don't have the experience
    06

    Please describe your experience reporting to a Public Agency Department Head (please include the agency name and department) or Executive (please include the company name and department). Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
    07

    Do you have the preferred experience in a regulatory, legal, or similar program management environment which included: Experience working with and developing program ordinances and policies; and Experience working with and developing compliance and enforcement guidelines and processes; and Experience working with organizing and participating in administrative or procedural hearings or legal processes? Choose all that apply.
    • Yes, I have experience working with and developing program ordinances and policies
    • Yes, I have experience working with and developing compliance and enforcement guidelines and processes
    • Yes, I have experience working with organizing and participating in administrative or procedural hearings or legal processes
    • No, I do not have the preferred experience
    08

    Please describe your experience in a regulatory, legal, or similar program management environment which included experience working with and developing program ordinances and policies. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
    09

    Do you have the preferred experience working in an aviation environment?
    • Yes
    • No
    10

    Please describe your experience working in an aviation environment and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
    11

    Please describe your experience in airport tenant or property management: which includes marketing, negotiating leases, purchases, and selling airport properties, and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
    12

    Please describe your experience preparing land use feasibility studies and negotiation of land acquisition and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
    13

    Describe your experience preparing and maintaining leases, contracts, insurance documents, deposits/letters of credit, tenant reports and payments, drawings, specifications, and change reports, and list where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
    14

    Do you have the required High School diploma or equivalent education?
    • Yes
    • No
    15

    Do you have the preferred Bachelor's degree from an accredited college or university with major coursework in business administration, public administration, business management, law, public policy, or related field or equivalent?
    • Yes
    • No
    16

    Do you have possession of and ability to maintain, the required appropriate, valid California driver license, with a satisfactory driving record?
    • Yes, I have possession of and ability to maintain, the required appropriate, valid California driver license, with a satisfactory driving record
    • No, but I am able to obtain and have the ability to maintain, the required appropriate, valid California driver license, with a satisfactory driving record by the time of appointment
    • No
    17

    Do you possess or have the ability to obtain and maintain the required valid Airport Security Identification Display Area (SIDA) badge, which is approved through the Federal Transportation Security Administration (TSA)?
    • Yes, I possess and am able to maintain the required valid Airport Security Identification Display Area (SIDA) badge, which is approved through the Federal Transportation Security Administration (TSA)
    • No, but I have the ability to obtain and maintain the required valid Airport Security Identification Display Area (SIDA) badge, which is approved through the Federal Transportation Security Administration (TSA)
    • No
    18

    Select one box that identifies your proficiency using Microsoft Word.
    • No Experience
    • Basic: opening, creating, and saving simple documents; using form letters/templates; cutting and pasting; etc.
    • Intermediate: creating form letter templates; creating and using styles; cutting and pasting from unlike data sources; mail merge; setting up headers/footers; working with margins; etc.
    • Advanced: creating macros; creating multiple section breaks with different page numbers; creating automatic table of contents; creating columns; etc.
    19

    Select one box that most identifies your proficiency in using Microsoft Outlook.
    • No Experience
    • Basic: creating Emails, attaching files, making and changing appointments, customizing the ribbon, working with reminders, moving messages between folders, creating signatures, searching for and flagging messages
    • Intermediate: previewing attachments, categorizing messages, printing calendars, using quick parts, creating meeting invitations, using the different views, taking meeting notes, inserting online pictures, setting a default signature, using groups
    • Advanced: setting up recurring meetings, adding and removing columns, working with notes, working with hyperlinks, creating templates, archiving messages, creating rules, assigning tasks
    • Expert: exporting calendars, adding and changing time zones, attaching email messages to other messages, using spelling and grammar check, specifying default fonts, setting delayed delivery options, encrypting messages, using smart lookup feature, setting permissions, creating tasks without opening Outlook
    20

    Select one box that identifies your proficiency using Microsoft Excel.
    • No Experience
    • Basic; data entry; input data to create simple reports; using and creating simple formulas; inserting rows/columns; deletlng rows/columns
    • Intermediate; using complex formulas; using macros; creating spreadsheets/worksheets; freezing/unfreezing panes; hiding/unhiding data; etc.
    • Advanced; creating macros; creating complex spreadsheets; extracting data from multiple sources and worksheets; creating charts and graphs; etc.
    21

    Are you able to type 40 wpm?
    • Yes
    • No
    22

    Have you attached the required cover letter and resume to your application?
    • Yes
    • No
    Required Question

    Job Summary

    JOB TYPE

    Full Time

    SALARY

    $65k-84k (estimate)

    POST DATE

    06/28/2024

    EXPIRATION DATE

    07/11/2024

    WEBSITE

    www.palmspringsca.gov

    HEADQUARTERS

    Palm Springs, California

    SIZE

    200 - 500

    CEO

    Jon Sweet

    REVENUE

    <$5M

    INDUSTRY

    Public Administration

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