Administrative Associate/Sustainability

The Position

OPEN & PROMOTIONAL EXAMINATION - SIX-MONTH PROBATIONARY PERIOD

This is the journey-level position in the series. Under general direction, positions at this level perform data gathering and analysis, and considerable independent work.

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.

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.

Tracks budget expenditures and assists in preparation and monitoring of division budget.

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.

May drive on City business as necessary.

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

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

Minimum Requirements

Education/Experience
Bachelor Degree and no experience; or three years of experience as an Administrative Assistant with the City of Glendale and an Associate Degree.
Knowledge of environmental concerns including water, energy, pollution, and conservation is highly desirable.

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

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.

Environmental sustainability including water, energy, pollution, and conservation, waste, reduce, reuse and recycling, environmental justice, Climate mitigation and adaptation strategies.

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 using Management Services Department services.

Actively engage and work cooperatively with the public to address environmental issues.

Affectively train others.
Analyze data.
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.
Efficiently organize and manage multiple ongoing projects with a high degree of accuracy.
Establish smooth working relationships and resolve interpersonal conflicts.
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.

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
Research and analyze environmental subjects.

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 overtime as requested or required.
Assume responsibility for maintaining a safe working environment.

Promotional Eligibility
Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment, and is occupying a permanent full-time classification on file in the Human Resources Department. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).

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

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 .

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.

WRITTEN EXAM: (PASS/FAIL) To evaluate the candidate’s ability to be successful in this position. Exam will be relevant to the duties of this position. A pproximately the top 13 scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process.

ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and personal fitness for the position. Candidates must achieve a minimum score of 70.00% in order to be placed on the eligible list.

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. 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 subject to a background investigation 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.

The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance.

The above listed benefits apply to full-time, salaried positions only.

Closing Date/Time: 7/1/2024 11:59 PM Pacific

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Glendale, California United States View Map