Management Assistant (City Clerks Office) (Full-Time)

There is currently one (1) vacancy for a Management Assistant full-time position in the City Clerk's Department. The recruitment is set to close on Friday, May 29, 2026, at 5:00 p.m. or 75 applications, whichever occurs first. Interested individuals are encouraged to apply promptly. Applicants that submit applications after the first review deadline are not guaranteed to be considered for this recruitment. A compelling cover letter addressing your education, your work experience performing a variety of administrative and technical office support duties, and degree you hold, must be submitted with your online application to be considered complete. Applicants appearing best qualified based upon a review of the application and responses to supplemental questions will be invited to participate in the testing process. The Management Assistant position will focus on providing administrative support to the department, including but not limited to contract administration and management, budget review and management, and records management. The ideal candidate for this position is highly organized, the ability to assess a problem and provide viable solutions, the ability to independently reprioritize work assignments quickly and effectively, a strong attention to detail in order to produce polished and professional work, and the ability to maintain a high level of customer service while enforcing applicable laws and City procedures. Under general supervision, provides a wide variety of specialized and technical administrative and basic professional support to management, professional, and supervisory staff; performs technical and paraprofessional support work related to the division or department to which assigned; implements, and participates in technical processes, procedures, and programs; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management personnel. May exercise technical and functional direction over and provide training to assigned administrative support staff.

CLASS CHARACTERISTICS

This classification is the paraprofessional, bridge-level class between the office support and Management Analyst class series and provides specialized, technical, and basic professional support to an assigned division or department. The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with staff and the public, as well as performing various basic research functions. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant series by performing more specialized and technical tasks, as well as, basic professional-level support requiring additional experience and/or training, i.e., typically a four-year college degree. This class is further distinguished from the Management Analyst I by the greater scope of the work, level of independent judgment and decision-making, and the analytical, budgetary and/or programmatic responsibilities of the latter class and that the Analyst is a full professional-level classification. Examples of

ESSENTIAL JOB FUNCTIONS

(Illustrative Only) Performs technical administrative and basic professional assistance and support duties for an assigned division or department; implements and participates in various technical processes, procedures, and programs; provides information and assistance internally and to the public on technical processes, procedures, and programs. Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, preparing contracts and agreements, attending meetings, and serving on various task forces and committees. Assists management and professional staff in performing and conducting studies, special projects, and administrative activities; performs data collection and analysis; prepares technical reports, issues permits, processes applications, and performs other technical work related to the department to which assigned; independently prepares correspondence; performs specialized projects as assigned. Compiles information and data for administrative, statistical, and financial reports; checks, tabulates, and performs basic analysis of statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. Reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of basic accounting and financial records related to the assigned functional area. Assists in the preparation of, makes recommendations regarding, and monitors department/division budget relative to assigned area(s) of responsibility. Demonstrates a full understanding and ensures compliance with applicable federal state and local laws, resolutions, and ordinances as well as City policies and procedures; writes, implements, and trains employees from other departments on applicable policies and procedures. Verifies, posts, and records a variety of transactions; prepares and maintains spreadsheets, records and a variety of periodic and special reports. Organizes, maintains, and updates departmental record systems; enters and updates information with departmental activity and report summaries; establishes and maintains specialized software systems and databases related to technical areas of responsibilities; prepares documents for imaging; periodically reviews and purges files in accordance with the City's records retention policy. Processes bills and invoices for payment; prepares and transmits a variety of financial documents; maintains records of purchase orders, expense statements, and other fiscal transactions. Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into computer system; ensures issuance of purchase orders; prepares demand for payment for management approval. Acts as the City's representative and liaison on relevant topics, including responding to questions and comments from the public in a courteous and timely manner and collaborating with involved parties to reach resolutions on identified issues. Evaluates the efficiency and effectiveness of operation in the assigned function(s), project(s), program(s), or department and provides recommendations for improvements. Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting. Assists in the preparation of requests for proposals and bids and administers consultant contracts. Prepares and maintains procedure manuals related to area of assignment. Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas. Coordinates and integrates department services and activities with other City departments and outside agencies. Maintains calendar of activities, meetings, and various events; assists with task prioritization; follows up on assigned projects to meet deadlines. May prepare committee and/or board agendas. Receives calls and visitors; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public. Receives and records bids, including stamping and proper handling of bids. Performs other duties as assigned.

Knowledge of:

Basic principles and practices of public administration as applied to program administration. Basic government agency programs such as finance, budgeting, procurement, human resources, government relations, and/or other related programs. Basic organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures. Research and reporting methods, techniques, and procedures. Departmental practices and procedures and applicable City policies. Applicable federal, state, and local laws, codes, regulations, and departmental policies, technical processes, and procedures. Principles and practices of data collection and report preparation. Modern office practices, methods, and equipment, including computer equipment. Word processing methods, techniques, and programs; general accounting methods, procedures, and terminology; database and spreadsheet applications and programs. Principles of business letter writing. Principles of record keeping and cash handling. English usage, spelling, vocabulary, grammar, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

Assist in the development of goals, objectives, policies, procedures, and work standards for assigned unit/division. Conduct basic management, financial, and administrative studies. Analyze, interpret, summarize, and present administrative, financial, operational, and technical information and data in an effective manner. Learn sources of information related to City programs, projects, services, and administration. Learn, interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations, technical written material, and District policies and procedures. Perform accurate mathematical and statistical calculations. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Interpret and apply administrative and departmental policies and procedures. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Organize, maintain, and update office database and records systems. Compose correspondence and reports independently or from brief instructions; maintain records and databases. Respond to and effectively prioritize multiple phone calls and other requests for service. Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Operate modern office equipment, including computer equipment and word-processing, database, spreadsheet, and graphics software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education:

Equivalent to graduation from an accredited four-year college or university with major coursework in business administration, public administration, or a related field.

Experience:

Some experience in technical office support activities is desirable. The required education can be substituted with experience on a year-for-year basis up to a maximum of two (2) years.

Licenses and Certifications:

Possession of an appropriate, valid driver's license and insurability at regular rates for the City's automobile insurance. Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.