Description/Duties & Responsibilities
This position directly supports the Special Districts Manager and provides administrative support to the Special Districts division, which includes the City’s Landscape Maintenance District (LMD), Urban Forestry, and streetlight operations.
Duties and Responsibilities:
• Provides administrative support to the Special Districts Manager and a staff of approximately 18 employees within the division
• Performs administrative functions, including scheduling meetings and maintaining calendars; assisting with the preparation of City Council agenda reports; preparing general correspondence, emails, and reports; proofreading and editing documents; and scanning documents
• Tracks operational expenditures, reviews and processes invoices for accounts payable processing, prepares purchase orders, and provides general budget support
• Coordinates and responds to electronic service requests from residents on a variety of LMD and Urban Forestry matters
• Creates and manages multiple logs; tracks and benchmarks operational performance data
• Answers phones and provides customer service in response to LMD, Urban Forestry and/or streetlight inquiries from residents
• Prepares, routes and coordinates execution of multiple documents, including contracts, City Council agenda reports, bids and/or Request for Proposals in a thorough and timely manner
• Supervises regular and part-time support staff as assigned, including training, assigning work, and evaluating performance
• Facilitates division meetings and coordinates events
• Establishes and maintains positive working relationships with City employees, outside agencies, and the public
• Other duties and special projects as assigned
Education and Experience
• High School Diploma or GED equivalent
• Three years of professional administrative experience preferably working in a fast-paced, professional office environment
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
Knowledge and Abilities
• Thorough knowledge and understanding of English grammar and composition and the ability to proofread and edit documents for accuracy and relevant information
• Strong organizational skills and the ability to be flexible to the demands of a fast-paced environment, including the ability to handle multiple interruptions, changing priorities, and time-sensitive deadlines
• Strong verbal communication skills and the ability to respond to customer questions about the division’s policies and procedures
• Strong written communication skills and the ability to prepare general correspondence, emails, forms, flyers, and reports
• Strong leadership skills, including the ability to supervise, mentor, and train employees; establish employee goals and priorities; and evaluate and provide constructive feedback on employee performance
• Strong file management skills and the ability to develop and maintain accurate records and filing systems
• Strong customer service skills and the ability to meet and work tactfully with both internal and external customers
• Strong interpersonal skills and the ability to establish positive working relationships
• Strong problem-solving skills and the ability to take initiative to resolve problems and issues as they arise
• Strong team player and the ability to work as a member of a cohesive work team
• Strong computer skills and the ability to use Microsoft Office programs to prepare documents, track data, and create flyers
• Strong work ethic and the ability to demonstrate a high level of ethics, confidentiality, and professionalism
• Ability to lift, drag, and push files, paper, documents, and event supplies weighing up to 25 pounds
Additional Information
An online completed City application form is required to apply for this position. All employment information must be provided on the application. Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews. Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting. Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. All new employees are required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment. Only degrees recognized by the U.S. Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency. Before entering upon the duties of employment, all public employees take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees’ Retirement System as a replacement for Social Security plus a competitive benefits package. All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.