What are the responsibilities and job description for the Management Assistant position at City of Beverly Hills?
Who We Are
The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high-performance organization. The municipal government (approximately 1,000 full-time and part-time employees) provides the highest quality safety services, recreational activities, municipal services, and physical environment.
What We Do
The Community Development Department guides the planning, development, and preservation of the City of Beverly Hills. The department is composed of six divisions (Administration, Community Preservation, Community Filming and Event Permits, Development Services, Planning, and Rent Stabilization) and provides staff support to three commissions (Architectural and Design Review, Cultural Heritage, and Planning). Community Development is responsible for the review and processing of all private development projects to ensure compliance with the General Plan, Zoning Ordinance, and Building Code including planning entitlements, zoning and plan review, permits, and inspections. The department preserves the community’s character and high quality of life through the code enforcement and historic preservation programs and administration of the Rent Stabilization Ordinance.
Who We're Looking For:
The Community Development Department is seeking a Management Assistant that excels in time management, possesses strong communication skills, and thrives in a fast-paced, collaborative environment. This position is located in the Administration Division and provides administrative support to multiple department programs and the department’s three commissions. This role offers a unique blend of responsibilities, from supporting commission meetings, to performing administrative and secretarial duties. The Management Assistant incumbent is expected to have the ability to handle confidential documentation and communications with appointed officials with discretion and professionalism. If you thrive in a fast-paced environment, possess excellent communication skills, and are adept at managing multiple priorities with a keen attention to detail, we invite you to apply.
Detailed Job Description
Management Assistant Job Description
Selection Process:
Candidates must meet the minimum qualifications as outlined in the job bulletin at the time of submission unless specified otherwise.
When an application is being reviewed, only information included in the Education, Work Experience, Certificates and Licenses, and Skills sections of the application will be considered to determine whether an applicant meets the minimum qualifications.
Résumés and cover letters are not reviewed or considered when screening for minimum qualifications.
Résumés and cover letters are not accepted in lieu of a complete job application.
Required supplemental attachments (i.e. diplomas, degrees, certifications or transcripts, etc.) must be included as part of the original application and may not be emailed separately unless explicitly stated otherwise or approved to be submitted separately.
Applications must have clear, concise, and complete information regarding their qualifications for the position, including detailed responses to all supplemental questions, if applicable.
Incomplete applications will not be considered or reviewed.
If you have problems creating a user account or submitting your online application, please review the online applicant guide or contact NEOGOV applicant support directly at 855.524.5627 (Please note: Applicant Support hours are Monday through Friday, 8am - 5pm Pacific Time and, depending on call volume, may be an automated voicemail system or live support).
The utilization of Artificial Intelligence (A.I.) during any step in the selection process will be grounds for disqualification.
The selection process may include any combination of the following:
- Review of Required Supplemental Questionnaire
- Online Written Examination
- Virtual Interview (tentatively scheduled 5/29/2025)
This position is represented by the Confidential Association and is covered by the negotiated terms and conditions of that Association's Memorandum of Understanding (MOU), a copy of which is located at www.beverlyhills.org/mou.
Eligibility List
The candidates who pass the selection process will earn placement on an eligible list. The eligibility list may be used for current and future vacancies in the job classification, as defined by the duration of the list at the time the list is established. The eligible list established for this recruitment may also be used to fill a lower-level position.
Conviction History
As a finalist for a job, you will be contacted to schedule a fingerprinting appointment and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. Having a conviction history does not automatically preclude you from a job with the City.
The City of Beverly Hills will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the City of Beverly Hills is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov.
EEO Statement
The City of Beverly Hills is an equal opportunity employer and is committed to providing an inclusive and accessible work environment without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, driver’s license status or any other status protected under federal, state and/or local law. If you require a reasonable accommodation to assist with the application, examination or interview process, please contact our Human Resources department at humanresources@beverlyhills.org. Please note that this request must be made at least three business days prior to any test or interview in the selection process.
The City of Beverly Hills is compliant with SB1100 which amends California's Fair Employment and Housing Act (FEHA) prohibiting employers from requiring a driver's license in certain job postings.
Disaster Service Workers
All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
NOTE: 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.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:
Perform a wide variety of responsible secretarial and administrative duties as required by daily operations for a division; may provide administrative assistance in support of a board or commission as assigned.
Greet and assist individuals; provide information; receive and screen telephone calls including complaints; provide assistance using judgment as to calls requiring priority attention or referral to others.
Prepare, process, organize and distribute a variety of documents, memos, agendas, minutes, reports and records; conduct research and collect information; review, edit, proofread miscellaneous reports and documents; enter and track data; maintain hard copy and electronic files and records as needed.
Plan, schedule, coordinate division trainings, meetings and conference calls and other activities; make travel arrangements; reserve meeting rooms, provide follow up to assignments including status reports and updates, as needed.
Maintain schedules, calendars and manuals; implement assigned projects; maintain inventory, special equipment and office supplies; prepare and process purchase orders, accounts payables and division invoices for payments; monitor expenses; review and process travel and reimbursement requests; monitor consultant and vendor contracts and insurance certificates, and related tasks, as assigned.
Process and maintain files for confidential hiring documentation, Personnel Action Forms (PAF's), evaluations, training and safety records, certifications, division timecards, and other related records and documents.
Receive, review, distribute and evaluate incoming correspondence; identify items requiring priority attention; respond to letters, general correspondence and social media of a routine nature as assigned.
Assist new or existing staff in learning departmental practices and protocols, office methods and procedures, and computer software and systems.
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
Foster an environment that embraces diversity, integrity, trust, and respect.
Be an integral team player, which involves flexibility, cooperation, and communication.
Perform related duties as assigned.Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Experience:
Two years of responsible administrative support and secretarial experience similar to an Administrative Assistant with the City of Beverly Hills.
Training:
Equivalent to the completion of the twelfth grade.Knowledge of:
Organization, procedures and operating details of a City division.
Principles and practices of routine analytical research and recordkeeping.
Principles and practices of inventory maintenance and contract and expense processing procedures.
Methods and procedures for English usage, spelling, grammar, and punctuation and business letter and report writing.
Standard office practices, methods, and procedures; use of computer equipment and relevant software.
Excellent communication and customer service skills.
Pertinent City functions, policies, rules and regulations related to assigned functions.
Ability to:
Perform a wide variety of responsible secretarial and administrative duties as required by daily operations of a City division.
Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
Prioritize, organize, schedule and coordinate tasks and events and handle confidential information with discretion; manage multiple priorities.
Research, prepare, process, distribute and maintain a variety of documents, reports, records, and correspondence.
Understand, organize, index, enter electronically and reference administrative information and records.
Purchase supplies and monitor expenditures.
Use sound judgment in recognizing scope of authority.
Operate and use standard office equipment including computers and applicable software.
Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
Utilize appropriate safety procedures and practices for assigned duties.
Establish and maintain effective working relationships with those contacted in the course of work.
Work with various cultural and ethnic groups in a tactful and effective manner.
Communicate clearly and concisely, both orally and in writing.
Salary : $73,123 - $90,252
