Administrative Assistant Job Vacancy in City of Santa Barbara Santa Barbara, CA 93101 – Latest Jobs in Santa Barbara, CA 93101 – updated today

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Full Details :
Company Name : City of Santa Barbara
Location : Santa Barbara, CA 93101
Position : Administrative Assistant

Job Description : DESCRIPTION

The City of Santa Barbara
Public Works
Departmen
t is seeking two motivated, dynamic, and knowledgeable Administrative Assistants
. These positions perform a wide variety of complex administrative responsibilities, with only occasional instruction or assistance. Writing, editing, budgeting and independent thinking is a must for this position. Incumbents must be able to provide stellar customer service while multi-tasking between a wide variety of duties.

The Ideal Candidates:

Expert communicator, self-starter, and detailed oriented;
Understanding of:

FOR PUBLIC WORKS ADMINISTRATION VACANCY:

Human Resources and the various disciplines, including knowledge of related rules and regulations;

FOR WATER ADMINISTRATION VACANCY:

Public Boards and Commissions, Brown Act, public meeting processes;

Enjoys writing and editing an assortment of documents;
Eager to learn;
Enthusiastic about public service;
Demonstrated initiative, independent judgment, follow-through, tact, positivity, and teamwork.
Ability to solve problems, draw logical conclusions, and make solid recommendations;
Finds satisfaction in developing solutions that have long-term impacts;
Ability to effectively manage multiple priorities and tight deadlines, adapt to change, and moderate fast-paced public meetings;
Enjoys working with different types of people with varying degrees of technical expertise, and able to work with all levels of an organization effectively;
Ability to exchange information in a clear, concise and organized manner to diverse groups of people to ensure understanding of process objectives and priorities;
Demonstrated leadership experience providing instruction, motivating others, and building relationships; and
Experience in researching and preparing reports for Department and City stakeholders, and generating periodic financial or analytical reports for management or regulatory agencies.

PUBLIC WORKS ADMINISTRATION AND HR LIAISON POSITION

ESSENTIAL FUNCTIONS –
May include but are not limited to the following:

Assists with various duties and aspects of HR, including but not exclusively limited to:

Providing support services to supervisors, managers, and new staff;
Acting as the Public Works liaison with other City departments;
Assisting with recruiting activities, employee onboarding, employee engagement, policy development, and staff trainings;

Provides exemplary customer service to all individuals by demonstrating a willingness to be attentive, understanding, responsive, fair, courteous and respectful, and to actively participate in maintaining a positive customer service environment;
Greets and assists employees contacting Administration, and answers inquiries regarding a variety of general Public Works processes and HR related needs;
Updates Public Works employee records, organizational chart, email distribution lists, and community boards.
Processes Personnel Action Forms for all Department employee actions;
Researches information and responds verbally or in writing as necessary;
Supports the Public Works Business Manager in financial administration functions, especially:

Preparing the PW Administration budget;
Review and monitoring program budgets;
Use of spreadsheet and database software applications to retrieve and organize data, and prepare financial and statistical reports; and
Entry of routine purchase orders, invoices, budget transfers, and work orders into appropriate work management applications;

Participates in tracking and monitoring program costs, resources, schedules, staffing and staffing hours;
Prepares a variety of reports including statistical and narrative reports;
Analyzes and evaluates policies and procedures, makes recommendations, and implements changes;
Assists in cost planning, forecasting, control measures, and financial reporting;
Provides technical assistance in the review, analysis and reconciliation of contractor and consultant invoices/claims, payments against contracts/agreements, and related budgets;
Supports general office functions, including answering telephones, preparing agendas and minutes for public meetings, and other work as assigned

WATER ADMINISTRATION POSITION

ESSENTIAL FUNCTIONS –
May include but are not limited to the following:

Support for Water Resources Division managers, including primary administrative support for the City’s Water Commission, and collaborating with Water Resources staff to write, review, and edit documents and correspondence in preparation for public dissemination;
Manages the physical and electronic records of the Water Resources Division;
Supports the Water Resources Financial Officer in the financial administration of the Water and Wastewater Funds, especially:

Entry and tracking of contracts, purchase orders, and invoices;
Use of spreadsheet and database software applications to retrieve and organize data, and prepare financial and statistical reports; and
Review and monitoring of program budgets;

Plays an active role in identifying, tracking, and pursuing grant opportunities;
Provides technical assistance in the review, analysis and reconciliation of contractor and consultant invoices/claims, payments against contracts/agreements, and related budgets;
Assists in cost planning, forecasting, control measures, and financial reporting;
Prepares a variety of reports including statistical and narrative reports;
Researches information and responds verbally or in writing as necessary;
Supports general office functions, including answering telephones, preparing agendas and minutes for public meetings, and other work as assigned.

Both positions work as a part of the Administration team to develop and implement continuous improvements to Department processes and communication.

EMPLOYMENT STANDARDS

Knowledge/Skills: Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, SharePoint); writing, proofing, publishing, report preparation, and record keeping; coordinating multiple projects simultaneously and with multiple deadlines; principles and practices of Human Resources, budget administration and accounting practices, financial analysis, and data visualization.

Ability to: Take a lead position to forward the efforts of assigned division to provide superior customer service and administrative assistance to management and program stakeholders; perform responsible administrative work involving the use of independent judgment and personal initiative; provide instruction to support staff; help research, develop, analyze, and evaluate programs, policies, and procedures as needed; prepare clear and concise reports; work independently on complex administrative duties with only occasional instruction or assistance; review and check documents for accuracy and completeness; communicate clearly and concisely, both orally and in writing; prioritize workload; meet schedules and timelines.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Minimum three (3) years executive level or comparable administrative experience.

License Requirements: Applicant may be required to possess a valid California Driver’s License at the time of appointment.

Physical Conditions: Essential functions may require maintaining physical condition necessary for lifting boxes of files, stooping, standing, walking or sitting for prolonged periods of time, depending on assignment.

SELECTION PROCESS

It is important that your application and supplemental questionnaire show all the relevant education, training, and experience you possess which qualifies you for this position. All applications and supplemental questionnaires will be reviewed and the most qualified candidates will be invited to continue in the selection process. Be sure to be thorough in your responses. Statements such as “See application”, “Extensive Experience”, or “See Resume” are not an acceptable substitute for a completed application and supplemental questionnaire.

The selection process may consist of an application screening, written exam, computer skills exam and/or an oral interview. The successful candidate’s employment history will be thoroughly evaluated prior to appointment.

ADDITIONAL INFORMATION

There are currently two (2) vacancies within the Public Works Department, Public Works Administration Division. Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email and spam regularly throughout the recruitment process. You may also log into your governmentjobs.com account to view these emails. CITY APPLICATION AND RESPONSES TO THE SUPPLEMENTAL QUESTIONNAIRE MUST BE RECEIVED BY 5:30 PM ON MONDAY, APRIL 25, 2022.

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