Project Support Assistant

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.

*Note: The immediate vacancy is in the Civil Engineering Division of the Public Works Department. The resulting eligibility list will be used to fill future vacancies.

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, Abilities and Skills :

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.

SELECTION PROCESS:

HOW TO APPLY: Applicants must file a clear, concise, and complete online City Application along with any required supplemental application materials with the Human Resources Department on the application filing deadline.

NOTE: You must submit a copy of your college diploma or college level transcripts (and/or your typing certificate) if you wish to use education to qualify for the position. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date. You must upload a copy of your college diploma or transcripts to your online application. Failure to do so may result in your application being disqualified.

SELECTION PROCESS: All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Testing may consist of the following:

Practical Exam: Qualifying (Typing/Keyboarding, Microsoft Word and Excel) – Tentatively scheduled for Thursday, June 22nd through Wednesday, June 28th.

Oral Interview: 100% (Tentatively scheduled for Wednesday, July 12, 2017)

BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City’s civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.