Management Assistant

Under general supervision, to provide administrative and analytical support duties to assigned departmental projects and programs; conduct research and analysis and prepares a variety of reports and documents in support of departmental goals; develop, summarize, and maintain administrative and fiscal records; and perform related work as required.

This recruitment will fill one (1) vacancy within the Emergency Operations and Cannabis Compliance Division.

SUPERVISION EXERCISED
Exercises no supervision.

DISTINGUISHING CHARACTERISTICS
This is a journey-level paraprofessional classification responsible for administrative and analytical support to a City department. Positions at this level perform the full range of duties as assigned, working independently, and exercising judgment and initiative; receive only occasional instruction or assistance as new or unusual situations arise; and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from Management Analyst in that the latter performs more complex analytical work and assists higher level management with various management tasks and projects covering a wider range of issues. This class is distinguished from Senior Administrative Assistant in that the latter has supervisory responsibility over lower level administrative support staff.Plan, organize, and carry out administrative assignments and special projects related to assigned department, including assisting with budget and/or contract preparation, planning, and monitoring; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms.

Perform research and analysis on administrative, fiscal, personnel, and operational problems or issues; prepare technical reports to interpret data, identify alternatives, and make and justify recommendations. Compile, verify information, and input data and generate reports and tables.

Prepare various reports and responses for elected officials, department heads, and other City staff regarding personnel, budget, public records requests, service requests, internal requests for information, contracts and contract amendments, completion of projects, proposals, grant opportunities, and contract issues.

Prepare purchase orders and purchase requisitions; processes invoices; confirm contract amendments and monitors expenditures; monitors and forecasts budget expenditures and revenues; conduct internal auditing processes.

Respond to the community, outside agencies, and internal departments regarding City programs.

Type, proofread, and generate a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda.

Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department information.

Receive calls and visitors; respond to general inquiries, complaints, and requests for information from the public; interpret basic services, policies, rules, and regulations in response to inquiries and complaints; assist in the resolution of concerns and complaints; refer inquiries and questionable cases to appropriate staff; route calls and take messages as appropriate.

Receive, open, review, sort, date stamp, and distribute mail and computerized communications; review correspondence directed to assigned staff; prepare written responses as directed.

Maintain databases and record keeping and filing systems.

Operate office machines and equipment including computers, printers, copiers, calculators, microfilm machines, and FAX machines; routinely use a full range of office software and computer software applications, such as spreadsheet, presentation, and document generating applications.

OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.Knowledge of:
Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.

Basic principles of budget preparation and control.

Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.

Principles and practices of data collection and report preparation.

Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.

Business mathematics and basic statistical techniques.

Record keeping principles and procedures.

Modern office administrative practices and procedures, including the use of standard office equipment.

English usage, grammar, spelling, vocabulary, and punctuation.

Techniques for providing a high level of customer service by effectively dealing with individuals of various ages, various socioeconomic and ethnic groups.

Safe driving principles and practices.

Skill to:
Operate modern office equipment including computer equipment and specialized software applications programs.

Type at a speed of 50 words per minute and enter data at a speed necessary for successful job performance.

Operate a motor vehicle safely.

Ability to:
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Interpret, apply, and explain administrative and departmental policies and procedures.

Make accurate mathematical, financial, and statistical computations.

Conduct research on a wide variety of administrative topics.

Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

Plan, organize, and carry out assignments from management staff with general supervision.

Prepare clear and concise reports, correspondence, procedures, and other written materials.

Respond to routine questions from the public and City personnel regarding policies and procedures for assigned area, including the collection and dissemination of various type information.

Establish and maintain a variety of filing, record-keeping, and tracking systems.

Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Use English effectively to communicate in person, over the telephone, and in writing.

Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.Experience:
Three (3) years of increasingly responsible administrative experience, preferably in a government setting.

Training:
Equivalent to a high school diploma supplemented by additional specialized training in public administration, business, or a related field.

License or Certificate:
Possession of an appropriate, valid driver's license and insurability at regular rates for the City’s automobile insurance.

Special Requirements:
Essential duties require the following physical skills and work environment:

Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, and lift 10 lbs.; ability to travel to different sites and locations.