Part Time Management Assistant I/II - Public Works

Management Assistant I/II

The Public Works Department is seeking a motivated, collaborative, and detail-oriented Management Assistant I/II to join its Records section. This position provides administrative and analytical support for the department's Records Management Program, including coordinating Public Records Act (PRA) requests, ensuring records are maintained in accordance with applicable retention schedules, assisting with the development and implementation of policies and procedures, and providing support to management staff.

The ideal candidate will have experience with records management practices and records management systems and will demonstrate strong organizational and analytical skills, sound judgment, initiative, and a commitment to exceptional customer service. The successful candidate will also possess strong written and verbal communication skills, work effectively as part of a team, and be dependable in organizing work and meeting schedules and deadlines.

The City of Anaheim reserves the option to hire at either the Part Time Management Assistant I or II level based on candidate qualification and knowledge/skills/abilities demonstrated during the selection process. This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of a City department, division, program, or function; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.
• Assist in establishing and administering departmental records management processes, including the development and maintenance of effective filing systems.
• Assists senior staff with developing, implementing, and evaluating departmental records management goals and objectives.
• Provide administrative support to management staff, including investigating and responding to complaints and assisting with the resolution of operational and administrative issues.
• Research, analyze, and recommend strategies to ensure the department is compliant with government rules and regulations.
• Serves as a resource to City departments, vendors, and the public on records management matters. Applies records management knowledge and sound judgment to provide guidance and escalate complex issues or questions to senior management, as appropriate.
• Conduct research; prepare, revise, and implement various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develop and revise office forms and report formats; establish procedural manual for assigned areas.
• Provide staff assistance to management staff; participate on and provide staff support to a variety of committees and boards; prepare and present staff reports and other correspondence as appropriate and necessary; relieve management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Participate in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participate in the development and implementation of program goals, objectives, policies, procedures, and priorities; participate in the development and implementation of strategies for the achievement of these goals.
• Participate in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the City; perform the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepare presentation materials and background documentation; participate in monitoring project success using appropriate tracking and feedback systems.
• Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations.
• Coordinate assigned services and program/project activities with those of other City programs, functions, departments and staff, boards, committees, and task forces as well as external agencies, groups, and the general public to ensure effective cooperation consistent with optimal efficiency, effectiveness, and economy; coordinate data, resources, and work products as necessary and upon request in support of a productive and positive working environment; participate in representing the assigned area to public and private groups, organizations, and other City groups.
• May plan, direct, coordinate, and review assigned activities and operations of the department including assigned administrative support, technical, and/or programmatic service areas; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved.
• May participate in the selection, training, and evaluation of assigned administrative support personnel; provide or coordinate staff training; work with employees to correct deficiencies; recommend discipline and termination procedures.
• Perform related duties as required.

Qualifications

Experience and Education: One year (Management Assistant I) or three years (Management Assistant II) of research, administrative support, or analytical experience, preferably in public administration, is desirable supplemented by a completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field, a Bachelor's degree is highly desirable. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.

Knowledge of: Operational characteristics, services, and activities of assigned program; basic principles and practices of public administration; basic principles and practices of program development and administration; work organization and office management principles and practices; standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment; basic techniques and formulae for administrative, financial, and comparative analyses; methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation; recent developments, research methods, current literature, and sources of information related to assigned programs and service areas; terminology used in area of assignment; basic principles and practices of budget preparation and administration and grant application and administration principles and practices; principles of business letter writing; federal, state, and local government organizations; modern office procedures, methods, and equipment including computers and various software packages; methods and techniques used in customer service and public relations; English usage, spelling, grammar, and punctuation; pertinent federal, state, and local laws, codes, and regulations; principles of supervision and training may be required for some positions. Ability to: Perform responsible analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative; participate in the preparation and administration of assigned budgets; learn methods and techniques of research and operational and administrative analysis; learn to prepare a variety of analytical and financial reports; learn to develop policies, procedures, goals, and objectives; learn to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; plan, coordinate, and conduct operational analyses, administrative studies, and special projects; research, compile, analyze, and interpret data; prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form; establish and maintain various data collection, record keeping, tracking, filing, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules and time lines; participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area; properly interpret and make recommendations in accordance with laws, regulations and policies; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; oversee, direct, coordinate, and participate in the management of a assigned program area; select, train, and evaluate assigned staff may be required for some positions; supervise, organize and review the work of lower level staff may be required for some positions; plan, schedule, and review the work and performance of subordinates may be required for some positions; operate and use modern office equipment including a computer and various software packages; identify and respond to community and organizational issues, concerns, and needs; to requests and inquiries from the general public; work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.

License/Certification Required: Possession of an appropriate, valid driver's license may be required for some position.

Supplemental Information

**** IMPORTANT APPLICATION INFORMATION AND INSTRUCTION ****

This is a part-time position averaging 30 hours per week. A minimum number of hours is not guaranteed. Applications will be accepted until Thursday, September 3, 2026 at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline. The selection process will consist of a skills examination and oral interview. The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a