Management Assistant

This position is promotional only. You must be a current City of Goleta employee in order to qualify.

The General Services Department invites qualified applicants to apply for the Management Assistant position to fill one (1) vacancy.

The ideal candidate is a motivated and organized individual who is comfortable handling a variety of administrative and financial tasks, including accounts payable and receivable duties, conducting research, analyzing data, preparing reports, and assisting with budgets. The candidate should have strong verbal and written communication skills, be able to manage multiple projects and meet deadlines, and work independently. A successful candidate will also be adept at working collaboratively with a variety of individuals and stakeholders.

ABOUT THE POSITION

Under general supervision, the position performs a variety of administrative and financial tasks in support of the General Services Department. This position also provides budget and procurement support; coordinates Council Agenda items; prepares and routes contracts; conducts research, analyzes data and prepares written reports and correspondence; and performs related duties and special projects as assigned. This is the entry-level class in the analyst series. Positions in the class are characterized by the responsibility for performing general administrative and technical work with moderate latitude for independent judgment and action.

In order to support the needs of the department and organization, this position is needed on-site at City Hall. As such, it is not eligible for hybrid work and is expected to work in-office full time.

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

• Performs administrative duties and assists higher-level personnel relative to such areas as administrative services, community services, public works, budgeting, finance, contracts, personnel administration, and other areas as needed.
• Conducts research and studies; gathers, compiles, reviews, and analyzes technical and administrative information in accordance with standard department procedures and guidelines to complete processes and records involving a variety of administrative, organizational or procedural areas.
• Prepares reports, correspondence, resolutions, and agreements for review; assists with grant writing; prepares materials in graphic, pictorial, tabular, written, and verbal form; contacts other agencies, firms, consultants, and the public to obtain information and data; confers with City personnel regarding assigned projects and areas; makes recommendations based on findings.
• Compiles data for budgets and may assist with monitoring expenses; may assign and review the work of temporary staff such as interns.
• Attends assigned meetings as a representative of department management; takes minutes and prepares agendas; assists committee/commission members as needed.
• Develops record keeping systems and maintains records of administrative, business or financial matters.
• Operates a City vehicle; utilizes various office equipment and machines, including computers, copiers, fax machines, scanners, and calculators; uses current Microsoft Windows software programs.
• Provides vacation and temporary relief as required.

Education, Experience and Training

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:
Education:

• Completion of college level course work leading to a Bachelor's degree in business administration, public administration or a closely related field.

Experience:

• One year of entry-level experience in performing administrative analyses and support work. Municipal experience is desirable.

Knowledge and Abilities

• Principles and procedures of research, basic statistics, planning, design, methodology, and administrative analysis.
• Fundamental budgetary methods and practices and organizational principles.
• Basic technical and administrative practices and procedures of the assigned area.
• Fundamental research and data control methods.
• Principles of composition and report writing.
• Graphic and tabular presentation of data.
• Modern office practices, methods, and computers, and computer software including Microsoft Word and Excel.
• Safe driving principles and practices.

• Gather, organize, interpret, and analyze information and arrive at sound conclusions and make recommendations on a variety of issues.
• Use practical judgment, creativity and resourcefulness in planning and developing assigned work and in exercising responsibilities.
• Prepare clear and concise reports and other materials.
• Understand and carry out verbal and written instructions; express ideas clearly and concisely verbally and in writing; read, understand, and apply complex materials.
• Organize work to meet deadlines; maintain accurate records and establish record keeping systems.
• Receive training and apply such training as required.
• Handle a wide variety of tasks under pressure and with composure.
• Assign, review, correct, and participate fully in the work of temporary staff.
• Work independently in the absence of supervision.
• Operate a vehicle observing legal and defensive driving practices.
• Establish and maintain professional and cooperative working relationships with those contacted in the course of work.
• Operate a computer and other related office equipment.
• Remain seated and work at a video display terminal for prolonged periods; file documents in various locations and heights.

Special Requirements

• Possession of a valid Class "C" California driver's license and a satisfactory driving record may be required.