Senior Administrative Specialist (Open-Competitive)

Description

Currently, there is one vacancy in the Recreation, Parks, and Library Department, Administration Division. Interested individuals are encouraged to apply immediately. Only online applications will be accepted for this recruitment. The eligibility list established from this recruitment may be used to fill other vacancies as they occur.

A resume must be submitted with your online application to be considered complete. The first review of applications will be completed on Thursday, April 3, 2025. Applications received after Thursday, April 3, 2025, may not be considered. Applicants appearing best qualified based upon a review of the application and responses to supplemental questions will be invited to participate in the testing process.

Under general supervision, performs and/or coordinates a full range of complex administrative and/or office support work requiring the application of specialized technical-related/administrative and program knowledge and the exercise of initiative, independent judgment and decision making.

Essential Job Functions

Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.

Characteristic Duties and Responsibilities:

Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities:

Performs administrative/secretarial duties for a department head, major administrator and/or program area; composes public information documents and/or correspondence for supervisor's review/signature; independently prepares selected reports on behalf of an administrative superior; reviews and checks documents, records, and forms for accuracy, completeness, and conformance with applicable rules and regulations; prepares and/or assists in the preparation of notices, applications, resolutions and other documents;

Represents a department and/or program area to the public; receives and evaluates citizen complaints and initiates appropriate course of action; provides information to others requiring in-depth knowledge of work unit/department programs and operation; provides information to others requiring interpretation and/or enforcement of department and City policies; serves as liaison between the department and other City and external entities.

Assists an administrative superior by coordinating parts of a process or activity ensuring a smooth flow of services and operations which may include maintaining records, tracking, scheduling, distribution of materials and information, approval and/or denial of services, delivery of services and appropriate follow-up; provides responsible technical-related office and field support to a department program.

Reviews, prepares and may authorize purchase requisitions and payment of invoices; orders supplies and equipment; arranges for equipment maintenance; tracks and maintains records of departmental expenditures; assists in preparation of department budget estimates; collects and compiles statistical, financial and other information for special or periodic reports as assigned.

Designs and maintains complex filing systems; maintains and/or monitors documentation related to office personnel such as leave requests and departmental calendar; verifies/calculates cash receipts for bank deposits; provides guidance to designated support staff including training, assigning and evaluating work, and managing performance as assigned.

Qualifications

Knowledge, Skills and Other Characteristics:

To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

• Principles and practices of office administration;
• Financial record keeping;
• Policies, practices, procedures and terminology of assigned function;
• Standard office practices and procedures;
• A variety of computer software, including word processing, database and spreadsheet applications; and
• Basic practices of supervision.

Skill in:

• Providing guidance to and training, evaluating and motivating employees;
• English composition, grammar and punctuation;
• Composing letters and preparing a variety of reports, using appropriate format and computer software;
• Preparing statistical reports;
• Presenting ideas and concepts orally and in writing;
• Math and spreadsheets;
• Bookkeeping practices and procedures;
• Following oral and written instructions and procedures;
• Operating typical office equipment, including personal computer and standard office computer programs;
• Utilizing public relations techniques in responding to inquiries and complaints; and
• Establishing and maintaining effective working relationships with other department staff, other City employees and the public.

Working Conditions:
Typical office environment.

Qualifications:

Minimum Qualifications:

A combination of experience and education that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Four (4) years increasingly responsible secretarial/office coordination/administrative experience.

Education: Graduation from high school or GED.

Licensing/Certification Requirements: None

Please Note: Candidates deemed most qualified, as reflected in their application materials, will be invited to continue in the recruitment process. The prospective candidate must successfully complete a thorough background review, including being fingerprinted by the El Segundo Police Department. The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature, date, surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.

Disaster Service Worker: In accordance with Government Code Section 3100, City of El Segundo Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

Probationary Period:
All employees must successfully complete a 12-month probationary period in order to attain permanent status with the City of El Segundo.

The City of El Segundo is an Equal Opportunity Employer, committed to supporting Diversity Equity and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.

CITY EMPLOYEES ASSOCIATION (CEA)
Benefit Summary - Effective 5/17/2019

PERS Retirement : Tier I-2%@55 . Tier II-2%@60 for individuals employed by the City on or after 12/30/12 who are already PERS members. Tier I and II members single highest year coordinated with Social Security and Medicare. Employee required contribution is 8% of pensionable income. PERS 2%@62 for new employees/members hired on or after 1/1/13 have three year average coordinated with Social Security and Medicare and payment of 50% of normal cost (6.75%).

Social Security: The City matches employee’s Social Security contribution, which is 6.2% of your salary and is made on a pre-tax basis. The 2025 Social Security income cap is $176,100.

Retiree Medical: City offers paid retiree medical insurance at same rate as active employees.

Medical Insurance : $1,800 per month for employee and dependents' medical insurance under PERS.

Educational Incentive : Up to $334.21 for B.A. if job doesn't require it. Must be approved by Department Head. Future employees hired on or after May 10, 2017 not eligible.

Optical/Dental/Life/AD&D : $184.25 per month City contribution. Employee & eligible dependents may be covered for optical and dental. $50,000 term life policy provided by City; employee can purchase additional self and dependent coverage at group rates. AD&D insurance policies provided for employees.

Flexible Spending Account (FSA) : Section 125 Plan, allows for payment of employee-paid insurance, medical treatment, and dependent care expenses with pre-tax dollars.

State Disability Insurance (SDI) : Coverage provided through State Employment Development Department for short-term disability. There is a 1% Employee deduction for this benefit.

Long-Term Disability: City provides fully-paid LTD insurance. Continuance of 66 2/3% of first $9,750 of employee's salary after a 60-day waiting period. Applies to non-job related occurrences.

Work Schedule: 9/80 with alternating Fridays off.

Holidays : 11 fixed paid holidays plus 2 days of Personal Leave per year.

Vacation Leave : 96 hours (1-5 years); 120 hours (6 - 10 years); 144 hours (11 - 15 years): 176 hours (16+ years). Leave can be used after 6 months of service. Annual cash conversion option.

Sick Leave : 8 hours per month.

Bereavement Leave: Three (3) working days [one workweek where travel is 500 miles or more] for qualifying incident. Two (2) additional unpaid days may be taken.

Tuition Reimbursement : Up to $1,750 per year for tuition and books.

Longevity Pay: Up to $66.84/mo for 5 yrs of service; Up to $133.68 for 10 yrs of service; Up to $200.53/mo for 15 yrs of service. Future employees hired on or after May 10, 2017 not eligible.

Uniform Allowance : Dollar amount varies for specific classes.

Other : Voluntary participation in Credit Union; Long-Term Care (premiums paid by employee); Mission Square 457 Deferred Compensation Program; Payroll Direct Deposit.

Revised: 12/12; 2/13; 1/14; 2/15; 8/16; 5/17;5/19; 8/22; 3/25

• 

• City of El Segundo

• 310-524-2381

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