Program Assistant

Administrative Support Specialist

Under direction, to provide complex administrative support and assistance for assigned programs; to assist with coordinating assigned programs, projects, and services with other City departments, divisions, and outside agencies; to provide specific program information and assistance to the public and community stakeholders; to foster cooperative working relationships with various public and private groups; and to perform related work as required.

This recruitment will fill multiple part-time vacancies within the Public Services Department. The City seeks candidates with experience in public health, grants administration, nutrition educational services, and program implementation.

Supervision Exercised: Exercises no supervision.

Examples Of Important And Essential Duties

Perform the full range of routine to complex administrative support duties in support of an assigned program which requires specialized programmatic knowledge; perform a wide variety of program-specific technical and advanced-level clerical duties.

Assist with the development and implementation of program plans, objectives, and goals; makes recommendations for program improvements and modifications.

Participate in the delivery of program services pursuant to program objectives and requirements, including facilitate presentations and workshops to the community; ensure that materials, supplies, and equipment necessary for program service delivery are available and properly placed.

Participate in the administration of assigned projects and/or programs; provide assistance to department staff in various research and program-related projects; collect information about, reports on, and maintain records of program activities.

Plan, organize, and carry out a variety of administrative assignments in support of assigned program activities; research, compile, and organize information and data from various sources on a variety of specialized topics related to assigned program; check and tabulate standard mathematical or statistical data.

Compose, type, edit, and proofread a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, handwritten copy, and/or verbal instructions; check draft documents for punctuation, spelling, and grammar; makes or suggests corrections.

Provide clerical support in preparing and processing reports, forms, and records, such as requests for payments, purchase orders, and invoices.

Act as a program representative within various community and stakeholder groups such as educational institutions, community associations, social services providers, private businesses, patrons, residents, and others regarding questions, problems, concerns, and activities in the provision of program operations, activities, and services; provide technical assistance to citizens regarding program policies, procedures, services and operations.

Exhibit effective leadership and instruction skills in the services and activities for which he/she is responsible; effectively communicate these skills and techniques to participants, contractors, the public, and staff members.

Provide clerical support in monitoring of assigned program budgets; estimates costs of supplies and materials; orders supplies and materials for projects and activities; maintain records of purchase orders and journal entries.

Promote interest and provides information regarding assigned program and activities to the community, other departments, and the public; creates marketing, outreach, and informational materials for internal and external use including brochures, flyers, newsletters, and other materials; maintain and updates information kiosks and websites as needed.

Provide administrative support related to grants administration for assigned programs.

Participate in the planning and implementation of events.

Perform other duties as assigned.

Job Related And Essential Qualifications

Knowledge of:

Principles and practices of program development, implementation, review, and evaluation.

Principles and practices of social services and public service programs.

Principles and procedures of record keeping and report preparation.

Applicable Federal, State, and local laws, codes, and regulations.

Basic mathematical principles.

Principles and practices of supervision, including work planning, assignment, review and evaluation and the training of work procedures.

Principles and practices of program administration including budgeting and purchasing.

Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, and regulatory organizations.

Techniques of planning and organizing events and activities.

Standard office procedures, methods, and practices.

English usage, spelling, vocabulary, grammar and punctuation.

Principles and procedures of record keeping.

Basic document processing methods, techniques, software applications, and computer equipment.

Techniques for providing a high level of customer service to public, and City staff, in person and over the telephone.

Safe driving principles and practices.

Skill to:

Operate modern office equipment including computer equipment and software Microsoft Office, Word, Excel, Outlook, and PowerPoint, and database applications.

Operate a motor vehicle safely.

Ability to:

Plan, oversee, coordinate, and review assigned program functions, operations, and activities.

Instruct and provide leadership to assigned staff and the community.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.

Organize own work, coordinate projects, set priorities, meet critical deadlines and follow-up on assignments with a minimum of direction.

Use English effectively to communicate in person, over the telephone and in writing.

Meet and deal tactfully and effectively with the public.

Understand and follow verbal and written instructions. Communicate clearly and concisely, verbally and in writing.

Establish, maintain, and foster positive and harmonious working relationships with those contacted during work.

Use good judgement to make sound decisions.

Minimum Qualifications

Experience:

One year of responsible experience providing clerical or customer service support for a human services program or organization such as public health, social services, or public recreation services.

Training:

Equivalent to a high school diploma supplemented by college-level coursework or technical training in social services, recreation, or a related field.

License or Certificate:

Possession of an appropriate, valid California driver's license and insurability at regular rates for the City's automobile insurance.

Special Requirements:

Essential duties require the following physical skills and work environment:

Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, and lift 50 lbs.; ability to travel to different sites and locations.

Working Conditions:

May be required to work a varied schedule of hours, which may include early mornings, evenings, weekends, and holidays, at a variety of City facilities.

Benefits

Holidays: Fifteen (15) days per year. Part-time bargaining unit employees shall receive holiday pay at four (4) hours. Vacation Leave: Part-time bargaining unit employees shall accrue vacation leave at the accrual rate of four (4) hours per month of service. Sick Leave: Part-time bargaining unit employees shall accrue sick leave in accordance with current sick leave policy for part-time employees pursuant to Assembly Bill No. 1522. Health Benefit: The City shall pay the median amount of all medical insurance offered for medical insurance premiums for the employee and two (2) dependents. Dental Benefit: Part-time bargaining unit employees shall receive a dental plan at one hundred ($100) dollars per month for HMO or PPO dental plan premium paid by the City. Vision Benefit: The City shall provide annually on a fiscal year basis a vision-care reimbursement up to but not to exceed four hundred twenty-five ($425) dollars.