Administrative Assistant - Temporary

This is an open recruitment for a part-time, temporary Administrative Assistant in the Parks & Recreation Department. Qualified candidates from the public and qualified career City employees are encouraged to apply. The Eligibility List established from this recruitment process may be used to fill future vacancies within the classification or similar classification. 

DEFINITION
To provide paraprofessional technical assistance in the development and maintenance of a City
department or division programs and budget activities.

SUPERVISION EXERCISED
Under the direct supervision of the department director.

• Responsibilities and duties may include, but are not limited to, the following:
• Coordinate activities of the City department or division with those of other offices, departments and courts concerning city legal matters.
• Manage Federal and State Grants under the department director’s direction.
• Complete legal filings; manage leases, and notices of completion for a City department or division.
• Analyze and interpret city ordinances, policies and procedures.
• Assist in the preparation, drafting and review of ordinances, resolutions, contracts, deeds, leases and other such documents.
• Assist in preparation and administration of a City department or division budget and grant management.
• Confer with the public to explain policies and programs, and to respond to complaints and requests for assistance.
• Investigate, analyze and prepare recommendations relating to proposed or existing programs, services and equipment requiring departmental input.
• Review and process invoices and purchase orders of supplies, and other items, payment of fees for contact services and other expenditures.
• Provide administrative assistance to a City department or division’s operations as assigned.
• Answer the telephone, maintain calendars and perform clerical duties as assigned.
• Participate in marketing efforts for a City department or division.
• Schedule, coordinate, and facilitate public meetings for a City department or division.
• Assist in the preparation and monitoring of a City department or division operating budgets.
• Prepare quarterly and annual department wide budget performance indicators.
• Process State and Federal reimbursements for special (grant) funded projects in accordance with proper procedures.
• Review and recommend City property lease fees and ensure collections of fees by Finance.
• Work with the Legal Department in negotiating, drafting, and preparing lease agreements. Prepare and present City Council reports.
• Assist with all counter and phone customers.
• Prepare process and notarize Notice of Completion of department projects for recording at the
• County Recorder’s Office.
• Prepare Bond Letters informing contractors and sub-dividers about their remaining bonding obligations and options.
• Review all grant contract documents and follow-up on correcting errors and/or omissions.
• Interpret and analyze applicable rules and regulations. Prepare correspondence, reports, charts and other materials necessary to accomplish Departmental goals.
• Promote and maintain safety in the work place. Perform other related clerical administrative duties as assigned.

OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.Experience and Training Guidelines
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:
Three (3) years of increasingly responsible administrative experience in a senior staff capacity at a public agency or private firm with concentration on administrative office activities, executive support, and grant administration.

Training:
A Bachelor’s degree from an accredited college, combined with a minimum of one year of experience; or a high school diploma or general equivalency diploma, combined with a minimum of three years of related experience.

License or Certificate:
Possession of, or ability to obtain, an appropriate a valid California Driver’s License.

Knowledge of:

• Basic terminology, principles, practices and procedures of grant management and the City department or division’s operations.
• Methods of research techniques, sources and availability of information, and methods of report presentation.
• Budgets and standard office accounting principles.
• English usage, spelling vocabulary, grammar, and punctuation.

Ability to:

• Community clearly and concisely, orally, and in writing.
• Effectively use independent judgment.
• Effectively meet and work with the public both in person and by telephone.
• Operate modern office equipment including computer equipment and software.
• Follow oral and written instructions.
• Maintain financial data and records.
• Type and enter data at a speed necessary for successful job performance.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Establish and maintain cooperative working relationships with those contacted in the course work including staff of other departments, city officials, outside agencies and the public.

Salary : $34 - $42