Administrative Support Specialist

CITY OF BISHOP
Public Works / Planning Departments
Administrative Support Specialist

The City of Bishop Public Works Department is recruiting for the position of Administrative Support Specialist.

The Administrative Support Specialist serves as the primary administrative support for the Public Works, Planning, and Building departments. This position performs a variety of complex administration and clerical duties in support of City services including water, sewer, streets, planning, zoning, and building permits.

Any questions regarding position or application process please contact, Jana Currie at jcurrie@cityofbishop.ca.gov. or 760-873-5863 ext. 122. EOE

Application Deadline: 

Tuesday March 18th, 2025, 4:00 p.m.

APPLICATION PROCESS:

1. Submit Application. Applications accepted through March 18th, 2025, 4:00 p.m.
2. Application Review. 
3. For applicants that meet minimum qualifications of the job, knowledge testing could be required prior to interview. 
4. Applicants will be notified via email for testing information and interview date & time.

COMPENSATION & BENEFITS:

• The annual salary range for this full-time non-exempt position is $53,028 to $70,608.
• CalPERS Retirement:
  • 2% at 57 for Classic members. City pays both Employer and Employee contribution.
  • 2% at 62 for PEPRA members. City pays the employer contribution only.
• Insurance: The City pays the insurance premium for employee and dependent health coverage up to a maximum of 90% of PERS Platinum Basic Plan. 
• Vision and Dental coverage are covered at 100% by employer.
• A retiree health insurance benefit is available depending upon length of service.
• The City provides both life insurance, as well as accidental death and disability coverage.
• Deferred Compensation: The City will match employee contributions up to 2% of annual salary.
• Vacation, Sick and Holiday Leave.

Job Description

DEFINITION

As primary administrative support for the Public Works, Planning, and Building departments, the Public Works Administrative Support Specialist performs a variety of complex administration, clerical, and other duties in support of City services including water, sewer, streets, planning, zoning, and building permits.

SUPERVISION RECEIVED AND EXERCISED

• Receives general supervision from Public Works Director
• Receives guidance and direction from the Planning Director and Building Official

EXAMPLE OF DUTIES

Duties may include, but are not limited to, the following:

Public Interaction and Customer Service:

• Serve as the front-line point of contact, providing information and assistance to the public via phone, email, and in-person.
• Answer inquiries regarding city procedures and policies, including permits, planning applications, zoning, water/sewer billing, and other departmental matters.
• Assist the public with completing forms, applications, and permit processes, including troubleshooting issues.
• Document complaints, inspection requests, and other public interactions.
• Direct individuals to appropriate staff or offices as needed.

Permitting and Application Management:

• Administer permitting software, ensuring accurate data, updates, and functionality.
• Process and manage various permits, including building permits, encroachment permits, and short-term rental permits
• Receive, manage, and file permit applications, plans, reviews, inspection records, and related documentation.
• Prepare, price, and issue over-the-counter permits.
• Follow up on expired permits and take appropriate actions
• Issue invoices for permit fees and additional services.
• Develop and maintain application forms and instructions in digital format, ensuring website accuracy.
• Flag building permit applications for required planning review.

Records Management and Data Maintenance:

• Maintain city records, digital files, and databases, adhering to record retention policies.
• Update and validate information on the city website, ensuring accuracy and functionality.
• Maintain various databases and spreadsheets, including public records requests, public comments, and property data.
• Communicate changes in property information to the GIS Specialist and perform quality control checks on GIS data.
• Manage property liens as needed.
• Maintain and create mailing and distribution lists.

Financial and Administrative Support:

• Manage invoicing and payments for departmental services, water/sewer billing, and lease agreements.
• Assist in budget development, monitoring, and management, including general accounting and record keeping.
• Process purchase orders, travel authorizations, and reimbursements.
• Order office supplies and seek quotes for procurements.
• Manage lease agreements, including renewals and modifications.
• Create reimbursement requests for grant and Caltrans funded projects.
• Complete monthly and annual reporting, including water quality, building standards, and financial reports.
• Manage water and sewer billing, including account management, payment processing, and delinquent accounts.
• Assist in creating addresses and related notifications.
• Provide administrative support for the Bishop Area Wastewater Authority.

Meeting and Regulatory Compliance:

• Clerk public meetings, including Planning Commission and Bishop Area Wastewater Authority.  Serves as a backup clerk for City Council meetings.
• Maintain a list of regulatory reporting requirements and deadlines, keeping staff informed.
• Assist with environmental compliance documentation, noticing, and postings.
• Arrange scheduling and testing of specialized samples.
• Assist in preparing water quality reports.
• Write and issue code compliance letters.

QUALIFICATIONS

The Public Works Administrative Support Specialist possesses the following qualifications or their equivalent:

Knowledge:

• City government operations, including functions, processes, regulations, permitting, zoning, public meetings, and financial procedures.
• Relevant local ordinances, state laws, and federal regulations (e.g., permitting, water quality, public records).
• Customer service principles and effective public interaction techniques.
• Record-keeping and information management best practices (physical and digital).
• Basic financial procedures (budgeting, invoicing, payment processing, record-keeping).
• Standard office procedures, equipment, and software (Microsoft Office Suite, permitting software, databases, website content management system).
• Water and sewer billing procedures, regulations, and customer service.
• Meeting procedures and parliamentary process for clerking public meetings.
• Basic understanding of GIS and its applications in city government.

Skills:

•  Excellent written and verbal communication skills for interacting with the public, staff, and stakeholders (including clear and concise writing for various documents).
• Providing friendly, helpful, and efficient service, including patience, empathy, and problem-solving.
• Managing multiple tasks, prioritizing effectively, and meeting deadlines.
• Accurate information processing, record maintenance, and regulatory compliance.
• Identifying and resolving issues, finding solutions, and making sound judgments.
• Advanced skills in Microsoft Office Suite, database management, and other relevant software.
• Accurate data entry and database/spreadsheet maintenance.
• Handling basic financial tasks (invoicing, payments, record-keeping).
• Clerking public meetings, preparing agendas/minutes, and ensuring compliance.
• Handling changing priorities, learning new tasks/software quickly, and managing unexpected situations.

Abilities:

• Interacting effectively and professionally with diverse individuals.
• Analyzing problems, identifying solutions, and implementing effective actions.
• Quickly and accurately processing large amounts of information.
• Working independently and taking initiative.
• Working effectively as part of a team.
• Managing stress and handling multiple demands.

EXPERIENCE AND TRAINING GUIDELINES

Any combination of experience and training that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

• Minimum: 2-3 years of progressively responsible administrative support experience. This could include roles like Administrative Assistant, Office Manager, or similar positions. Experience working directly with the public is highly valuable.
• Preferred: 3-5 years of experience, with some exposure to areas like permitting, regulatory compliance, or financial administration. Experience working directly with the public is highly valuable.

Training/Education:

• Minimum: High school diploma or equivalent.
• Preferred: Associate or bachelor’s degree in business administration, public administration, or a related field.

License And Certificates:

• Possession of, or the ability to obtain within 3 months, an appropriate California driver's license.

TOOLS AND EQUIPMENT USED

• Computers and computer tools, such as those with Microsoft Office Suite, GIS software, and databases, are needed to manage and analyze data related to public works activities.
• Communication tools, such as phones and digital platforms, including email, used for interacting with staff, agencies, and the public.
• Office equipment, such as printers, scanners, postage and envelope machines, and meeting room equipment.

PHYSICAL, MENTAL AND EMOTIONAL REQUIREMENTS

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

The employee must be physically able to sit for extended periods of time at a desk writing, talking on the phone, checking emails, or inputting data on a computer in a climate-controlled office under artificial lighting, and attending both on and off-site meetings.

The employee must have the ability to develop and maintain cooperative working relationships; remain composed and respond appropriately to difficult situations; recognize emotionally charged issues or problems, cope effectively with various responses and apply sound judgment in problem solving.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee works in a typical office setting with constant temperatures. The employee occasionally works in outside weather conditions. The noise level in the work environment is usually quiet to moderate.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference checks; job related tests as well as a polygraph examination may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Approved by Council: February 24, 2025

Salary : $4,419 - $5,884