PROJECT SUPPORT ASSISTANT (AS NEEDED)

Job Summary

Provides technical and administrative assistance to assigned staff. Performs complex project support duties, including compiling and evaluating data, preparing legal documents, processing billing and financial records, tracking project status, and coordinating assigned activities with City staff, departments, outside agencies, and the general public.

Representative Duties

Note:Duties may vary dependent upon assignment and work location.

Provides staff assistance to management staff in coordinating, implementing and monitoringassigned projects and programs. Participates in budget preparation, expenditure control and various public relations tasks.

Researches administrative problems, conducts studies and surveys, and recommends courses of action to solve problems and improve delivery of services.

Assists in preparing Requests for Proposals (RFPs), Requests for Qualifications (RFQs) and Request for Bids (RFBs) for professional and contractual services.

Prepares complex legal documents including professional services agreements and construction contracts. Gathers information from a variety of sources, maintains tracking logs for agreements, creates files, and coordinates the review of documents with the City Attorney's Office and other City departments.

Compiles, enters, modifies, maintains, retrieves and analyzes various data and documents to monitor and track project progression, staff utilization and budget activities.Reviews and analyzes budget requests and recommends approval of requests for designated accounts.

Composes, prepares, and proofreads a variety of forms, records and reports, including division personnel records, special mailings, letters, memos, press releases, articles, technical correspondence, statistical charts, and analytical reports on revenues and expenditures.

Coordinatesaccounts payable and billing functions for assigned area. Uses financial software applications to produce reports and track and issue purchase orders, invoices, warrants and requisitions. Researches account histories. Collects payments and issues receipts.

Performs various office duties, including ordering and maintaining office supplies, sorting and distributing mail, and scheduling and arranging meetings, special events and travel plans for staff members.

Acts as resource to the public, City staff, outside agencies and other customers on specific programs and policies.Interprets and applies rules, regulations and policies.

Assists in preparing and disseminating information; responds to inquiries and complaints; and makes referrals to appropriate sources, as necessary.

May update assigned Division's website and coordinates delivery of information and other information technology related work with the Information Systems Department.

Assists in training temporary and as-needed staff in office procedures and practices.

May serve as a representative of the division at special committees and task forces.

Performs other related duties, as assigned.

Requirements

Knowledge, Abilities and Skills :

Knowledge of:

Principles and practices of public administration.

Current office procedures, practices and equipment.

Principles, methods and practices of technical and financial recordkeeping.

Financial accounting principles.

Basic mathematics.

Report writing techniques.

Computer software applications, including spreadsheets and word processing.

Basic methods and techniques for administrative, financial and comparative analyses.

Business English, spelling, punctuation and grammar.

Effective customer service techniques.

Ability to:

Communicate effectively, both orally and in writing.

Analyze information and situations and recommend solutions to problems.

Collect, analyze and interpret data.

Act as a resource and provide information to the public and City staff regarding various division projects and activities.

Train staff.

Prepare clear and concise administrative and financial records and reports.

Perform mathematical calculations.

Establish, organize and maintain manual and electronic filing, tracking and recordkeeping systems.

Compose informational materials for print and web posting.

Understand, interpret and apply administrative and departmental policies and procedures.

Establish and monitor office procedures and practices.

Interpret and apply applicable federal, state and local laws, rules and regulations.

Perform work requiring accuracy and attention to detail.

Use independent judgment and initiative.

Prioritize and meet strict deadlines.

Follow oral and written instructions.

Establish and maintain effective and cooperative working relationships with City employees, outside agencies and the general public.

Provide effective customer service.

Skill in:

Typing at a corrected speed of 45 words per minute.

Using a personal computer and applicable software applications, including database, presentation and publishing software.

Reading, writing and communicating at an appropriate level.

Education, Training and Experience :

Graduation from high school or the equivalent.

Four years of recent, paid and increasingly responsible administrative experience which included preparing and maintaining administrative, technical and financial records and reports and performing finance support duties. College level coursework in public or business administration, finance, accounting or a closely related field may substitute for the required experience on a 30 semester unit, or 45 quarter unit, per year basis. Recent experience working in an administrative capacity in an environmental/sustainable, urban planning, architecture or engineering office or agency is desirable.

Licenses and Certificates:

Possession of a valid class C driver license.

SUPERVISION RECEIVED :

Works under the technical and administrative supervision of a professional or supervisory employee, who outlines work and occasionally reviews work in progress and upon completion.

SUPERVISION EXERCISED :

May train and coordinate the work of other clerical, as-needed or temporary staff, as assigned.

WORKING CONDITIONS:

Work is performed primarily indoors in a busy office environment. Office work requires sitting for a prolonged periods of time and using a computer keyboard and screen. Physical demands include standing, kneeling, bending, reaching and grasping. May be required to work evenings, weekends and overtime during periods of peak work load.

Supplemental Information

How to Apply: Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process. If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being evaluated without the education being considered.

Selection Process: All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.

Background Investigation: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

Inclusion & Diversity Statement

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.

Closing Date/Time: 2/4/2025 5:00 PM Pacific

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

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• City of Santa Monica

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