Overview
Admin Specialist/ Facility Coordinator Jobs in Irvine, CA at Intellipro Group Inc
Overview
The City of Pacific Grove Public Works Department is seeking a dynamic team player skilled in technology and database management, who can juggle multiple tasks, excel in a fast-paced environment, and has a talent for streamlining processes to boost efficiency.
In this role, you’ll play a key part in coordinating essential public works activities, ensuring that our public infrastructure is properly managed. Responsibilities includes managing database entry and map updates for our sewer line maintenance activities, assisting with our work order management system, handling data entry for street maintenance activities, responding to public inquiries, and supporting our public works management team with reports, purchasing, and other administrative duties as assigned.
Classification Description
Under general supervision, performs a variety of responsible, complex, sensitive, and confidential range of clerical and administrative functions for the department or program; includes performing responsible, confidential, and complex administrative work, including but not limited to assisting with the departmental budget, processing records, and coordinating the work of other departmental staff as assigned or needed.
Work involves a high degree of independent judgment requiring a thorough knowledge of department programs, procedures and policies, applicable legal statutes, and the ability to determine procedures, interpreting policies, and performing a variety of assignments without instruction.
As defined under the Americans with Disabilities Act, essential functions may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.
Essential duties and responsibilities may include, but are not limited to, the following:
Performs a wide variety of highly responsible, complex, sensitive and sometimes confidential duties in support of the administration of a department, division, or program.
Make logistical arrangements for advisory bodies, committees and other meetings; notifies all participants including any public noticing requirements as required by State Law and/or the Municipal Code; prepares agendas, coordinates the production and distribution of agenda packets.
Enters staff reports into the City’s document management system for City Council meetings.
Independently composes correspondence and reports relative to routine departmental business.
Receives and responds to calls and visitors with tact and diplomacy; researches and responds to requests for sensitive information and assistance; resolves citizen concerns and complaints.
Maintains liaison between department or manager and staff, outside agencies and the public; obtains and relays information and coordinates activities.
Maintains a variety of databases for tracking operations, financial and statical information; generates reports.
Represents the department or division at staff and administrative meetings and/or committees.
Interprets and applies City policies, procedures, and regulations; exercises discretion in determining the nature of inquiries and how they may be most appropriately expedited.
Participates in special projects as assigned; collects and compiles a variety of administrative and/or technical information; and prepares report of findings.
Develops, revises and maintains operating and administrative procedures; develops forms and reports for departmental use.
Composes and prepares a wide variety of correspondence from brief instructions; transcribes information, proofreads and produces legible documents; ensures materials and reports are accurate and complete; and provides editing and business writing assistance.
Performs website and intranet updates from drafted documents and brief instruction to ensure current information is communicated to external and internal customers in a timely manner.
Evaluates, develops, implements and maintains systems and procedures for the efficient operation of assigned area including recommendations for procedural changes affecting staff.
Supports the budget preparation and administration process; may compile or request cost estimates to support departmental budget recommendations, as assigned; work with staff departmental staff to submits justifications for budget items; may monitor and control expenditures.
Provides information, instructions, and assistance to the public and others having business with the City; assists customers with requests, applications, government forms, and other documents; answers questions and resolves issues within scope of authority and training.
Coordinates department workflow; applies specific knowledge of department policies and procedures in order to organize and coordinate work; exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data, and making decisions; tracks department issues, and ensures the effective communication of operational information.
Uses knowledge of City policies and procedures to assist with special projects, special events, technical assignments, and office support functions.
Uses training and experience in area of assignment to review and process files, applications, and technical documents.
Collects statistical data and compiles data for reports; receives and sends information to and from other agencies; maintains records and files, including confidential and code compliance files.
Handles routine programs; coordinates and resolves IT record errors, and assist with the management of the City’s computer, phone and cellular operations, within assigned Departments.
May perform any of the duties of an Administrative Assistant including updating department websites and social media.
Supports the relationship between the City of Pacific Grove and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
Typical Qualifications
Associate degree with course work in Business, Public Administration, or related field; AND three years of progressively responsible administrative support experience; OR an equivalent combination of education, training, and experience.
Knowledge of:
Business letter writing formats and technical report preparation.
English usage, spelling, punctuation and grammar; business correspondence.
Modern office equipment and procedures including use of word processing, database, and spreadsheet applications.
Principles and practices of work safety.
Customer service principles, protocols and methods.
Functions and organization of municipal governments.
Business computers and standard software applications.
Principles and procedures of fiscal and statistical record keeping and budget preparation and administration.
Complex filing systems management and document administration.
Applicable federal and state laws, rules and regulations.
City policies and procedures.
Policies, rules and regulations covering specific areas of assignment.
City administration policies, including accounting, budgeting, payroll, and personnel rules.
Operations, services, and activities performed by assigned department.
Methods and techniques of researching and compiling data for reports and presentations.
Customer service principles, protocols and methods.
Principles of record keeping, records retention, records management, and file maintenance.
Basic knowledge of other Departments’ or Divisions’ protocols and policies
Skill in:
Performing a variety of administrative support for a department or division manager.
Working independently, maintaining composure and confidentiality, and working effectively in a high-pressure environment with changing priorities.
Understanding, and applying relevant rules, ordinances, codes, regulations, policies, procedures, administrative orders, and other governing regulations.
Interpreting and explaining policies and procedures of assigned department.
Using initiative and independent judgment within established procedural guidelines.
Researching and compiling data for reports and technical documents.
Dealing tactfully and courteously with the public.
Following verbal and written instructions and procedures.
Operating business computers and standard software applications.
Establishing and maintaining cooperative working relationships with co-workers.
Communicating effectively verbally and in writing
LICENSING AND CERTIFICATION:
A valid California State Driver’s License in good standing may be required.
Conditions of Employment
Candidates will be required to submit proof of education (i.e. original copy of diploma or college/university transcripts).
Physical Demands and Working Environment
Work is performed in a standard office environment. Able to lift 25 lbs at a time, and be able to stand for periods at a time. Some field work may be required.
CONDITIONS OF EMPLOYMENT
Required to take an Oath of Office
City employees are disaster relief workers in the event of natural disasters or emergency conditions.
As part of the selection process, all individuals provided with a conditional offer of employment will be subject to a background investigation, including a criminal history check (primarily completed through the taking of fingerprints). An image of your fingerprints will be captured and sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). 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 of the offense, the date of the offense, the surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.
Must be fully vaccinated for Covid-19 or submit to weekly testing.
OTHER CONSIDERATIONS
The duration of the eligibility list is 14 months unless abolished by Human Resources.
Title: Admin Specialist/ Facility Coordinator
Company: Intellipro Group Inc
Location: Irvine, CA
