Administrative Services Coordinator - AMP

City of Alameda•Alameda, CA

12d•Onsite

About The Position

The Administrative Services Coordinator plays an important role in supporting AMP's Engineering & Operations Division. The position provides administrative and operational coordination to support AMP programs, administrative activities, special projects, and the day-to-day needs of the Operations team. This is a fully in-person position that works closely with field and operations staff. In this role, you'll serve as a key point of coordination among utility crew members, supervisors, engineering staff, and other areas of AMP. You'll help keep day-to-day operations organized and moving forward in a busy, fast-paced environment where priorities can change quickly and multiple requests may require attention at the same time.

Requirements

Graduation from high school supplemented by college coursework in public or business administration.
Two years of responsible administrative or supervisory clerical experience.
Knowledge of the general principles of modern public administration including budget and finance, business statistics, research and analysis, management and administrative methods, human resources administration, procurement and general staff work and reporting.
Ability to perform both complex and routine administrative and clerical work with speed and accuracy; effectively operate a variety of modern office equipment including computers, specialized applications, and office and business software to prepare and produce work documents and spreadsheets; research and compile information to perform and present data analysis; use initiative and exercise independent judgment; interpret and apply established AMP and City policies, procedures and codes; establish and maintain accurate records; plan, administer and evaluate work programs; interpret and analyze information; draw valid conclusions and project consequences of decisions and recommendations; prepare studies and reports; set priorities, meet deadlines and make sound decisions; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships with employees and the public and supervise, train and evaluate assigned staff.

Responsibilities

Assists in the administration of specific work units, programs, projects and/or assignments; conducts organizational, administrative and fiscal studies and makes appropriate recommendations.
Researches, surveys, collects, compiles, tracks and reviews information and technical data in order to report and advise on the resolution of operational and administrative problems.
Prepares and maintains accurate records; maintains various databases, records and filing systems; prepares clear and concise reports and correspondence.
Performs work flow and space needs and utilization studies, revises forms, records, systems and procedures; analyzes and develops work procedures such as work simplification, methods for continuous improvement, and maximized use of technology and computer applications.
May assist in preparation of applications for monetary grants and the handling of details of grant administration including contracts with federal, state, and local agencies.
Performs statistical and clerical work including word processing and document production; procures supplies and equipment; conducts unit inventory and control.
Serves as an administrative point of contact and provides information to and confers with other departments, public officials, consultants and citizens; explains City policies, procedures, projects, and programs and responds to stakeholder and customer inquiries; makes presentations on assigned projects and programs.
May assist in budget preparation and administration.
May administer various staff functions of the department.
May supervise, train and evaluate assigned staff.

Benefits

Four-day, 36-hour work week (typically Monday through Thursday)
CalPERS Retirement: Classic Members: 2% at 55 formula, 8.868% contribution; New Members 2% @ 62 formula, 8.25% contribution.
Medical: The City contracts with CalPERS to provide comprehensive health coverage to employees. Multiple HMO and PPO plans available, with a generous City contribution towards medical premiums.
Dental: Comprehensive dental coverage provided to employees and their eligible dependents.
Vacation: Starting with 75 hours annually and increasing with years of service.
Management Incentive Leave: 27 hours of management leave per fiscal year.
Holidays: 11 City Holidays
Floating Holidays: 4 days
Sick Leave: 90 hours annually; unused sick leave is converted to service credit at retirement.
Deferred Compensation: Up to 1% 457(b) matching City contribution after 1 year of continuous service.