The City of Livermore is looking for an Administrative Assistant -
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This vacancy supports the Community Development Department and its Director.
DEFINITION
Under general supervision, performs difficult and responsible para-professional level duties including financial and administrative work; researches and analyzes data; prepares technical and administrative reports; and performs other duties as assigned.
DISTINGUISHING CHARACTERISTICS
Positions in this classification work within the framework of City policy and are expected to exercise considerable independent judgment in solving the most difficult and sensitive issues related to area of assignment and performing a wide variety of para-professional duties with minimal supervision. The Administrative Assistant is distinguished from the Administrative Technician in that the latter is responsible for technical support of a specific program.
SUPERVISION RECEIVED
General supervision is provided by an assigned manager.
SUPERVISION EXERCISED
May provide supervision to clerical, support staff, temporary employees, and volunteers.
Para-Professional Support Functions
Performs special studies and writes reports, including agenda items for City Council and/or Boards and Commission meetings; gathers data and performs data analysis on a continuous or special project basis; develops, coordinates and monitors special projects and/or contracts; coordinates and assists in preparing departmental or division budget requests; administers or assists in administering departmental or city-wide programs and/or committees; develops and conducts presentations related to assigned projects; assists manager with a variety of administrative issues and prepares or recommends on process, policy, and procedural modifications; research and compile data gathered from various parties related to assigned programs and/or projects; establishes and maintains a wide variety of records; and develops record keeping procedures.
Administrative Functions
Develops and maintains department financial, budget, administrative, and other records; creates and maintains status documents related to assigned projects; monitors monthly expenditures; may prepare and monitor departmental timecards; interfaces with the Finance Department on financial and budget related matters; may perform secretarial duties for a department head such as calendaring, scheduling meetings, screening and responding to mail and public requests; and may provide staff assistance to advisory boards or commissions, outside agencies, and citizen groups.
Supervisory Functions
May hire, train, supervise, and evaluate assigned staff; prepares performance goals and objectives and conducts performance evaluations; recommends employment actions to the Department Head; and may recommend disciplinary action and other employment related actions.
Demonstrated Knowledge of:
Operation, policy, and procedures of appropriate city departments; general functions and objectives of municipal government; report writing and analytical techniques; modern office procedures and methods; proper English usage, spelling, grammar, punctuation, and business format; basic principles and practices of budget monitoring; effective communication techniques; personal computer operating systems and software applications; and principles and practices of exceptional customer service.
Demonstrated Skills to:
Collect and analyze data; prepare summaries and reports; operate a personal computer utilizing spreadsheet, database, and word processing software; perceive needed changes and initiate suggestions for improvement; interpret and explain policies and procedures; prioritize work assignments; type at a speed necessary for successful job performance; use independent judgment; establish and maintain effective working relationships with those contacted in the course of work; work as a member of a team to accomplish goals; supervise and train clerical staff; respond to internal and external customers in a professional, creative, and cooperative manner; and exemplify an enthusiastic, resourceful, and effective customer service attitude.
Ability to:
Effectively apply the required knowledge and skills in the daily performance of assigned duties; develop solutions using initiative, tact, and good judgement; remain flexible and adapt to changing conditions; read, comprehend, and interpret policies, procedures, laws, ordinances, and regulations; and communicate effectively both verbally and in writing.
Experience, Education and Training Guidelines
Any combination of experience, education and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills and abilities would be:
Experience: Equivalent to one year of progressively responsible para-professional administrative experience including data research and report writing. Supervisory and public sector experience is desirable.
Education: Equivalent to an Associate's degree from an accredited college or university with major coursework in business administration, public administration, accounting, or other closely related field.
License: May require the possession of an appropriate valid California driver's license and a satisfactory driving record as determined by the City.
Certification: None
Other Requirements: Willingness and ability to work scheduled and emergency overtime; and attend meetings, workshops, and seminars during work and non-work hours.
Special Requirements: Essential duties require the mental and/or physical ability to read fine print and computer monitors; converse in person and over the telephone; use a computer keyboard and calculator; bend, stoop, stretch, and reach; and strength to safely lift and carry up of 30 pounds.
