Administrative Staff Assistant (City Council Office, At-Will)

Job Description:

Administrative Staff Assistant (City Council Office, At-Will)

Description

Job Summary

Provides administrative support to a seven-member City Council and acts as a primary point of contact between the City Council and City Hall staff. Performs routine and complex clerical and administrative tasks for the Council Office and Legislative Affairs Liaison.

*The current vacancy is an at-will position assigned to the City Council Office, a division in the City Manager's Office. The applications screened for this position will be considered for the current vacancy in the City Council Office only. Those successful in the application screening process will be referred to the City Council Office for consideration.

Representative Duties

Coordinates meetings, schedules, engagements, travel, and reimbursements.

Resolves conflicts and ensures alignment with City Council priorities.

Manages incoming correspondence, emails, and phone inquiries, ensuring timely responses and referrals to appropriate staff.

Monitors and updates systems tracking, City Council directives and public records requests.

Drafts, proofreads, and formats documents, including reports, memos, and correspondence.

Processes invoices. Manages City Council’s discretionary spending and provides account updates as needed.

Assists the public and City staff by addressing inquiries, providing information, and processing complaints.

Understands and applies City Council adopted rules, regulations, and policies to assist City Council members in complying with expenditure rules.

Maintains confidentiality and discretion while handling sensitive information.

May train and coordinate the work of interns, clerical staff, and temporary staff as needed.

Represents the City Council Office at meetings when required.

Handles ad-hoc requests.

Performs other duties, as assigned.

Requirements

Knowledge of:

Basics of public administration

Report writing

Public relations and area(s) of specialization

Modern office procedures, practices and equipment

Business English, spelling, and punctuation

Simple mathematics

Purposes, methods and practices of technical and financial recordkeeping

Recordkeeping principles and procedures

Ability to:

Manage and organize competing priorities with neutrality and professionalism

Communicate effectively both orally and in writing

Analyze information and assists in finding solutions to administrative problems.

Act as a resource to supervisory/staff and department personnel

Prepare financial reports

Follow oral and written instructions

Perform mathematical computations

Set up and maintain filing and other recordkeeping systems

Establish and monitor office procedures and practices

Work in a confidential environment

Establish and maintain effective and cooperative working relations with City employees and the public

Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches

Provide effective customer service

Skill in:

The use of a personal computer and various software applications.

Reading, writing and communicating in English at an appropriate level

REQUIREMENTS

Minimum Qualifications:

Education: Graduation from high school or the equivalent.

Experience: Four years of recent, paid increasingly responsible work experience preparing and maintaining administrative and financial reports and/or performing administrative and customer service duties. College level coursework may be substituted for the required experience on a 30 units per year basis.

Supplemental Information

How to Apply:

Applicants must submit a completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.

If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application. 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 the filing deadline. Failure to do so will result in your application being evaluated without the education being considered.

Selection Process:

All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applications will be reviewed and only those applicants 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.

Background Investigation:

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

Inclusion & Diversity Statement

The City of Santa Monica is a progressive, inclusive and culturally rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three workdays prior to the examination.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.

Closing Date/Time: 1/17/2025 5:00 PM Pacific

Salary:

$66,732.00 - $82,392.00 Annually