Administrative Assistant / Public Works Administration

City of Glendale | Glendale, CA

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Posted Date 6/06/2022
Description

Salary: $3,486.28 - $5,350.43 Monthly

Close: 6/17/2022 at 11:59 PM

In an effort to ensure a safe and healthy workplace for all employees, City of Glendale has implemented a Mandatory COVID-19 Testing Policy. The Policy will require all City employees, volunteers, interns, and new hires to test for COVID-19 on a weekly basis unless they provide proof of having received their single dose of a one-dose COVID-19 vaccine regimen or the second dose of a two-dose COVID-19 vaccine regimen.    
 
This is the entry-level classification in the Administrative Series; the incumbent will report to the manager of the Administration division within the Public Works Department.  This classification performs some data gathering and analysis, working independently on routine tasks and functions, resolves customer service issues, and interacts with the public and other departmental staff.

Essential functions of the job include, but are not limited to, the following:
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards. 

 

Coordinates the Department-wide collection of data needed to update road closure information and other uses of the public right-of-way and maps this information utilizing GIS.
 
Assists Public Works Administration division managers with the coordination, review and consolidation of the Department-wide annual budget request.
 
Coordinates, reviews, develops and posts Department-wide social media content across multiple platforms and represents the Department at monthly City-wide Media Relations meetings as Public Works Administration's media relations liaison.
 
Assists with management of meeting schedules, calendar updates, business travel, professional affiliations and memberships for the Director of Public Works.
 
Assists Public Works Administration staff in overseeing the Department-wide Key Performance Indicator (KPI) program; coordinates with all divisions to ensure the accurate collection and reporting of departmental-wide KPIs; assists Public Works Administration staff with analysis and review of KPI data.
 
Assists with coordinating the bi-monthly update for Public Works projects to be submitted to the City Manager's office.
 
Provides weekly updates to the Public Works Emergency Call-Out List and the Department-wide Rolling Calendar.
 
Provides administrative assistance in support of Public Works Administration's liaison to the Transportation & Parking Commission.

Coordinates the Department-wide employee service awards program.
 
Compiles, analyzes and interprets statistical and financial data for operational or administrative programs and projects.

Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports; makes arithmetic and statistical calculations.

Performs detailed special projects and research assignments. Collaborates with various staff and departments in completing special projects and reports.

Explains and interprets divisional policies, procedures and regulations to the public.

Conducts program related training or counseling sessions for the public or other employees.

Inputs data and prepares statistical charts, graphs, organizational and work flow charts, procedural manuals and reports using a variety of computer applications.

Develops monitoring controls, regulations, reporting procedures and forms, and assists in review of existing regulations and procedures.

Evaluates community needs by working with citizen groups and acting as liaison between division and community.

May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.

Receives and screens visitors and telephone calls, providing general and specialized information regarding assigned function that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.

Composes and drafts correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions; independently responds to correspondence and inquiries; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.
 
Attends meetings and takes minutes.
 
Assists in the planning, developing and implementation of departmental programs and procedures, directing and/or participating in conducting studies to evaluate existing and proposed programs, procedures and policies, and directing and/or participating in the department's liaison activities.

Establishes and maintains a variety of filing and tracking systems.

Takes policy, service and information requests relating to governmental activities and refers to proper departments for processing and providing information; updates and maintains service and information requests through complex record keeping; performs reference and statistical work on computers.

Assumes responsibility for ensuring the duties of the position are performed in a safe efficient manner.

Drives on City business as necessary.

Performs other related duties as assigned or as the situation requires.

 

Minimum Requirements

 

Knowledge, Skills & Abilities
Knowledge of:
Applicable, federal, state and local ordinances, codes, laws, mandates, etc.
Basic mathematical operations such as addition, subtraction, multiplication, and division.
Budgetary processes and procedures.
English grammar usage, spelling, punctuation, and business vocabulary.
Internal departmental policies and procedures.
Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal or on-line computer.
Record keeping, report preparation, filing methods and records management techniques.

Knowledge of and skill in:
Exceptional customer service practices.
Social media business utilization.

Skill in:
Analyzing and resolving office administrative situations and problems, regulations, rules and policies.
Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols.
Conducting detailed and thorough research.
Effective oral and written communications, both on a one-on-one and a group basis.
Making independent judgments and decisions based on standard policy or procedure.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Preparing clear and concise reports, correspondence and other written materials.
Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Using tact, discretion, initiative and independent judgment within established guidelines.
Utilizing standard word processing and spreadsheet software.

Ability to:
Provide exceptional customer service to those utilizing the Public Works Department Services. 
Analyze data.
Act as a Public Works Administration's media relations liaison.
Assist in the coordination of Public Works departmental programs and projects.
Design and implement work flow systems.
Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.
Effectively train others.
Efficiently organize and manage multiple ongoing projects with a high degree of accuracy.
Establish smooth working relationships and resolve interpersonal conflicts.
Foster a teamwork environment.
Handle confidential information with discretion.
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
Lead, coach, instruct and motivate employees.
Maintain a filing system.
Make routine organizational and procedural studies and to prepare and present comprehensive reports.
Model and practice the highest standards of ethical conduct.
Plot, model or visualize data (e.g. infographics, GIS mapping, charts, graphs) using computer tools such as MS Excel, GIS, Adobe Illustrator, MS Word or other similar software.
Prepare and present written reports.
Prepare correspondence and reports using a personal computer and word processing software.
Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software.
Present a courteous, professional public image to the citizens of Glendale.
Prioritize workload and adapt to frequently changing deadlines in a fast paced environment.
Read and interpret documents such as operation and maintenance instructions, procedure manuals
Read, write, communicate effectively and comprehend directions in English.
Understand and carry out written and oral instructions, giving close attention to detail and accuracy.

Other Characteristics
Willingness to:
Work necessary hours and times to accomplish goals, objectives, and required tasks in a timely manner.
Work overtime as requested.
Assume responsibility for maintaining a safe working environment.

Education/Experience
Associate Degree with four years office experience; or six years office experience and enrollment in a college in pursuit of an Associate or higher degree.

License(s) / Certification(s)
Valid Class C California driver's license may be required.
 

Exceptional Customer Service Policy
The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.
Please click on the link to read the Exceptional Customer Service Policy.    


Note
An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.

 

Selection Process

 

EVALUATION OF APPLICATION: Submitted Application will be reviewed to ensure applicants meet the minimum requirements. All qualifying applicants will be invited to participate in the selection process.

Candidates must pass each exam component with a minimum score of 70% in order to be placed on the eligible list. 

WRITTEN EXAM: (Pass/Fail). The written exam will contain two components: a multiple choice and an essay. The multiple choice will be pass/fail. Approximately the top 30 scoring candidates who achieve a minimum passing score of 70% on the multiple choice portion will be invited to the essay portion of the written exam. 
The essay portion will be used to assess the candidate's written communication skills and will also be pass/fail. Approximately the top 15 scoring candidates who achieve a minimum passing score of 70% on the essay will be invited to the oral interview exam. Approximately the top 12 scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to an oral interview.

ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position.  

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Any evaluation will be based on the candidate's education and experience as related to the position.  Any examination will be to evaluate the candidate's education, experience, knowledge and skills for the position.  The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting.  The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.  

 

 

Job Category
Local Government
Career Level
Entry Level

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