ADMINISTRATIVE COORDINATOR

City of West Hollywood, CA - Santa Monica, CA (30+ days ago)


Serves under the direction of Executive and/or Management and performs a variety of complex professional functions, including: coordinating special projects; facilitating and coordinating interdepartmental issues, programs, etc. May perform supervisory duties. Conducts research and provides technical and administrative support to the Executive and/or Manager of the department.

Click here for job flier: https://www.weho.org/Home/ShowDocument?id=36784

Deadline to apply is FRIDAY, JULY 27, 2018 at 5:00 pm. Please plan accordingly to meet the application deadline. Applications will not be accepted after the deadline.

  • If you have problems creating a user account or submitting your online application, please contact NEOGOV applicant support directly at 855.524.5627
(Please note: Applicant Support Hours are Monday through Friday, 8am - 5pm Pacific Time and, depending on call volume, may be an automated voicemail system or live support).

EXAMPLES OF DUTIES:
ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

Identifies best practices in specific program or service areas, researches and prepares reports with suggestions for courses of action.

Serves as a liaison and/or member of various committees/teams and collaborates with others to coordinate efforts and maintain cooperative and efficient relations.

May carry out supervisory responsibility in accordance with policies, procedures and applicable laws, including: interviewing, hiring and training staff; planning, assigning and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; coordinating, developing and approving staff training; and addressing complaints and resolving problems.

Manages contracts and projects, including: conducting research to determine information needs and resources; developing requests for proposals; reviewing bids, meeting with contractors and recommending bid awards; developing contracts; developing work programs and schedules; managing budget and fiscal aspects of projects and assuring contractor compliance with contract terms.

Interacts, communicates, and develops relationships with a variety of high level individuals, both internally and within the community, to provide information, disseminate departmental information and assist in resolving administrative issues.

Provides information and assistance to constituents, staff, contractors and vendors on various City programs/projects; completes various administrative and clerical functions in support of the department.

Organizes and coordinates completion of special projects, as assigned.

Assists with various projects, including: conducting research; presenting findings; drafting correspondence; and coordinating communications.

Designs and develops presentations, as assigned, for community groups, City departments and public meetings.

Prepares and/or retrieves complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; designs and creates spreadsheets and presentations; prepares and distributes work; relays and interprets administrative decisions, policies and instructions.

Composes confidential correspondence and maintains files associated with same.

Assists with the development of departmental budget; monitors budget expenditures; reconciles and balances accounts; develops budget transfer requests.

Provides a wide range of technical support to Executive and/or Management including consulting on projects to determine information technology requirements.

IMPORTANT JOB FUNCTIONS:
Organizes various community events, programs, etc.; coordinates staffing.

Conducts research and provides information to staff related to Council directives; prepares agenda items.

Ensures that quality standards and compliance with regulations are maintained.

May deal with sensitive and confidential personnel matters at the direction of senior level staff and/or the department director.

Assists in planning and implementing short-term and/or long-range goals, objectives, strategies, projects or programs to ensure efficient organization and completion of work.

Follows up on inquiries from various agencies, groups, etc., regarding organizational programs and services.

May serve as backup for other positions within the department.

Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED:
General Office Equipment Computer

MINIMUM QUALIFICATIONS REQUIRED:Education and Experience:
Bachelor's degree from an accredited four-year college or university in a related field; and,

Two to three years of progressively responsible related experience; or,

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications:
None

KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of:
Supervision of staff and activities.

Applicable state, federal and local ordinances, codes, laws, rules and regulations and legislative issues.

Principles and practices of public administration, including knowledge of government organizations and operations.

Principles, practices and techniques of effective customer service and collaborative problem solving.

Budgeting principles and practices as related to governmental standards and operations.

Project management techniques.

Computer systems technology.

Skill in:
Planning, organizing, assigning, directing, reviewing and evaluating the work of staff.

Selecting and motivating staff and providing for their training and professional development.

Preparing clear and concise reports, correspondence and other written materials reflective of the City's Core Values.

Using tact, discretion, initiative and independent judgment within established guidelines.

Researching, compiling, and summarizing a variety of informational and statistical data and materials.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Applying logical thinking to solve problems and accomplish tasks; identifying, resolving, and/or making recommendations regarding a variety of administrative issues.

Communicating orally and in writing with staff, the public, and City and government officials in order to give and receive information in a clear and courteous manner.

Abilities:
Ability to demonstrate a professional demeanor, self-assurance, and confidence.

Ability to learn and follow City and departmental policies and procedures.

Ability to establish and maintain effective working relationships with others.

Ability to identify confidential material and information and maintain confidentiality of same.

Ability to communicate in English both orally and in writing at the appropriate level.

Ability to perform mathematical calculations at the appropriate level.

While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and occasionally push, pull and/or lift up to 10 pounds.

Working Conditions:
Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.

The incumbent's working conditions are typically moderately quiet.

Selection Process:
All applicants must submit clear, concise and complete information regarding their qualifications for the position.

Testing may consist of any or all of the following components, when applicable:

  • Basic Office Skills/MS Word/Excel
  • Written Examination: to measure job-related knowledge and abilities
  • Oral Interview: to evaluate education, training and experience; communication skills; and interpersonal skills.
NOTE: Resumes will not be accepted in lieu of the application or supplemental application materials.

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.