Administrative Assistant, Capital Improvement Projects
About The Position
Under the direction of the Assistant City Engineer, this position will perform complex administrative and general office duties in support of the Capital Improvement Projects (CIP) division. Duties and Responsibilities: Provides complex administrative support to the division manager and staff Supervises lower-level support staff, including training, assigning work, and evaluating performance Proofreads, formats, and edits correspondence, evaluations, reports, and other documents, including City Council agenda reports Provides department support through research and presentation of information on assigned projects Coordinates meeting logistics for division manager and staff; prepares meeting agendas; assists with division meetings and special events, including coordinating and securing location sites, purchasing supplies, preparing event materials, and setting up for events Maintains the division calendar; tracks schedules for division staff Prepares and tracks purchase and change orders; monitors and orders supplies; reviews and processes invoices; prepares and routes contracts Assists with budget preparation and tracks division expenses Creates, coordinates, and responds to resident inquires Tracks, prepares, and schedules employee evaluations; tracks employee certifications and licenses Coordinates all travel & conference arrangements, including registration, transportation, lodging, and itinerary planning Answers phones for the division, responds to questions from City staff, residents, and contractors; effectively handles concerns and complaints Oversees the division's records management functions Performs special projects and additional duties, as assigned
Requirements
- High School diploma or GED equivalent
- Three years of directly related and progressive office administrative clerical or related experience
- Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
- Strong leadership skills, including the ability to supervise, mentor, and train employees; establish employee goals and priorities; evaluate and provide constructive feedback on employee performance
- Thorough knowledge and understanding of English grammar and composition and the ability to proofread and edit documents for accuracy and relevant information
- Exceptional attention to detail and the ability to produce work that is accurate and complete
- Strong customer service skills and the ability to work tactfully with both internal and external customers
- Strong interpersonal skills and the ability to build and maintain collaborative working relationships
- Strong verbal communication skills and the ability to respond to customer questions about the division's policies and procedures
- Strong written communication skills and the ability to prepare general correspondence, emails, forms, and reports
- Strong problem-solving skills and the ability to take initiative to resolve problems and issues as they arise
- Strong team player and the ability to work as a cohesive team and assist in cultivating a team environment within the division
- Strong organizational skills and the ability to be flexible to the demands of a fast-paced environment including the ability to handle multiple interruptions, changing priorities, and time-sensitive deadlines
- Strong work ethic and the ability to appropriately handle sensitive information using professional judgment and confidentiality
- Strong file management skills and the ability to develop and maintain accurate records and filing systems
- Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, and Excel
- Strong attention to detail and the ability to produce work that is both accurate and complete
- Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds
Responsibilities
- Provides complex administrative support to the division manager and staff
- Supervises lower-level support staff, including training, assigning work, and evaluating performance
- Proofreads, formats, and edits correspondence, evaluations, reports, and other documents, including City Council agenda reports
- Provides department support through research and presentation of information on assigned projects
- Coordinates meeting logistics for division manager and staff; prepares meeting agendas; assists with division meetings and special events, including coordinating and securing location sites, purchasing supplies, preparing event materials, and setting up for events
- Maintains the division calendar; tracks schedules for division staff
- Prepares and tracks purchase and change orders; monitors and orders supplies; reviews and processes invoices; prepares and routes contracts
- Assists with budget preparation and tracks division expenses
- Creates, coordinates, and responds to resident inquires
- Tracks, prepares, and schedules employee evaluations; tracks employee certifications and licenses
- Coordinates all travel & conference arrangements, including registration, transportation, lodging, and itinerary planning
- Answers phones for the division, responds to questions from City staff, residents, and contractors; effectively handles concerns and complaints
- Oversees the division's records management functions
- Performs special projects and additional duties, as assigned
Benefits
- Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package.
- The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Executive, Legislative, and Other General Government Support
Education Level
High school or GED
