Project Support Assistant - Office of Sustainability and the Environment

  • Santa Monica
  • Santa Monica, CA, USA
  • Dec 24, 2018
Full time Admin Assistant/Environmental Support Management Sustainability

Job Description

Job Summary

Provides technical and administrative assistance to assigned staff.  Performs complex project support duties, including compiling and evaluating data, preparing legal documents, processing billing and financial records, tracking project status, and coordinating assigned activities with City staff, departments, outside agencies, and the general public. 

*The current vacancy is a three year limited term position in the Office of Sustainability and the Environment. The eligible list that will be established as a result of this recruitment will be used to fill all Project Support Assistant vacancies that occur in the City during the life of the list. 

Major Duties

Note: Duties may vary dependent upon assignment and work location. Provides staff assistance to management staff in coordinating, implementing and monitoring assigned projects and programs. Participates in budget preparation, expenditure control and various public relations tasks. Researches administrative problems, conducts studies and surveys, and recommends courses of action to solve problems and improve delivery of services. Assists in preparing Requests for Proposals (RFPs), Requests for Qualifications (RFQs) and Request for Bids (RFBs) for professional and contractual services. Prepares complex legal documents including professional services agreements and construction contracts. Gathers information from a variety of sources, maintains tracking logs for agreements, creates files, and coordinates the review of documents with the City Attorney's Office and other City departments. Compiles, enters, modifies, maintains, retrieves and analyzes various data and documents to monitor and track project progression, staff utilization and budget activities. Reviews and analyzes budget requests and recommends approval of requests for designated accounts. Composes, prepares, and proofreads a variety of forms, records and reports, including division personnel records, special mailings, letters, memos, press releases, articles, technical correspondence, statistical charts, and analytical reports on revenues and expenditures. Coordinates accounts payable and billing functions for assigned area. Uses financial software applications to produce reports and track and issue purchase orders, invoices, warrants and requisitions. Researches account histories. Collects payments and issues receipts. Performs various office duties, including ordering and maintaining office supplies, sorting and distributing mail, and scheduling and arranging meetings, special events and travel plans for staff members. Acts as resource to the public, City staff, outside agencies and other customers on specific programs and policies. Interprets and applies rules, regulations and policies. Assists in preparing and disseminating information; responds to inquiries and complaints; and makes referrals to appropriate sources, as necessary. 

May update assigned Division's website and coordinates delivery of information and other information technology related work with the Information Systems Department.
Assists in training temporary and as-needed staff in office procedures and practices. May serve as a representative of the division at special committees and task forces. Performs other related duties, as assigned.

Minimum Qualifications

Knowledge of:

Principles and practices of public administration.Current office procedures, practices and equipment.Principles, methods and practices of technical and financial recordkeeping.Financial accounting principles.Basic mathematics.Report writing techniques.Computer software applications, including spreadsheets and word processing.Basic methods and techniques for administrative, financial and comparative analyses.Business English, spelling, punctuation and grammar.Effective customer service techniques. 

Ability to:
Communicate effectively, both orally and in writing.Analyze information and situations and recommend solutions to problems.Collect, analyze and interpret data.Act as a resource and provide information to the public and City staff regarding various division projects and activities.Train staff.Prepare clear and concise administrative and financial records and reports.Perform mathematical calculations.Establish, organize and maintain manual and electronic filing, tracking and recordkeeping systems.Compose informational materials for print and web posting.Understand, interpret and apply administrative and departmental policies and procedures.Establish and monitor office procedures and practices.Interpret and apply applicable federal, state and local laws, rules and regulations.Perform work requiring accuracy and attention to detail.Use independent judgment and initiative.Prioritize and meet strict deadlines.Follow oral and written instructions.Establish and maintain effective and cooperative working relationships with City employees, outside agencies and the general public. Provide effective customer service. 

Skill in:
Typing at a corrected speed of 45 words per minute.Using a personal computer and applicable software applications, including database, presentation and publishing software.Reading, writing and communicating at an appropriate level. 

Education, Training and Experience:
Graduation from high school or the equivalent.  Four years of recent, paid and increasingly responsible administrative experience which included preparing and maintaining administrative, technical and financial records and reports and performing finance support duties. College level coursework in public or business administration, finance, accounting or a closely related field may substitute for the required experience on a 30 semester unit, or 45 quarter unit, per year basis. Recent experience working in an administrative capacity in an environmental/sustainable, urban planning, architecture or engineering office or agency is desirable.

Licenses and Certificates:
Possession of a valid class C driver license. 

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Government- Local/Regional